Tell ScaleXP Invoicing how your team invoices. These settings apply to every invoice created from HubSpot. Complete Step 1: Install ScaleXP Invoicing in HubSpot first.
In the ScaleXP Invoicing dashboard, go to Preferences > Create invoices. Click Save at the bottom when you're done. You can come back and change these settings at any time.
1. Choose your permissions
- Default: HubSpot users can create invoices as draft or approved, and approve and send them without logging in to Xero or QuickBooks.
- Strict: invoices are created as draft or submitted for approval, for your finance team to check and send. HubSpot users can't edit approved invoices or send invoices.
Default gives a full sync between HubSpot and your accounting system. Choose Strict if finance should keep control of approving and sending. To control who can use invoicing in HubSpot, see ScaleXP Invoicing: Users and permissions.
2. Choose whether to use products
- No - Just type line items: line items come from HubSpot or are typed in, without linking to a product.
- Yes - Match to products: line items are matched to products in Xero or QuickBooks using the HubSpot SKU, which fills in the account and tax rate.
We recommend matching to products. You need at least one product in your accounting system to turn this on. See Step 3: Map HubSpot products to Xero or QuickBooks.
3. Choose how customers are matched
- Individuals: contacts are matched by email address. New contacts are added with the person's first and last name.
- Companies: contacts are matched by company name. New contacts are added with the company name.
If you have a mix, choose the most common, or Individuals. See ScaleXP Invoicing: How to map contact data to and from HubSpot.
4. Set invoice fields
Choose what goes in fields such as Reference when an invoice is created, for example a PO number or the deal ID. Click Insert Property to add a HubSpot deal property, so the field fills in from each deal.
5. Set up payment schedules
A payment schedule splits an invoice into several payments by percentage, each due on a different date. Users pick a schedule when they create invoices.
- Click Add Schedule and enter a Payment Schedule Label. Users see this label in HubSpot.
- Choose whether to divide line item quantities between invoices, and whether to add the month and year, or the year, to each line item.
- For each payment, enter a Percentage and a Start Date. Click Payment to add another. Percentages should add up to 100%.
See ScaleXP Invoicing: Payment schedules in HubSpot.
6. Move deals when invoices change (optional)
Go to Preferences > Automation to move deals to a pipeline stage when invoices are created, the first invoice is paid, all invoices are paid, or an invoice is overdue. Click Save.
For more options, see ScaleXP Invoicing: HubSpot deal automation workflows.
Watch the setup video
Next, go to Step 3: Map HubSpot products to Xero or QuickBooks.