ScaleXP Invoicing allows you to automatically create invoices from HubSpot deals using HubSpot workflows. 

When a deal meets your chosen criteria, the workflow can automatically create an invoice using the deal’s customer details, products, taxes, and pricing.

What you’ll need

• ScaleXP Invoicing installed in your HubSpot account.
• A connected Xero or QuickBooks Online account in your ScaleXP Invoicing dashboard.
• Access to HubSpot’s Workflows tool.
• A deal with line items. ScaleXP Invoicing only supports deal-based workflows, and the deal needs tax-exclusive line items (or HubSpot’s built-in tax settings).

Step 1: Create a deal-based workflow

Go to Automation → Workflows in HubSpot.

Create a Deal-based workflow.

Choose your enrollment trigger.

Common triggers include:

• Deal stage becomes “Closed Won”
• A custom property is set (e.g. “Ready to Bill” = Yes)
• A contract is signed
• A subscription start date is reached

Choose the trigger that reflects when billing should begin in your process.

Step 2: Add the ScaleXP Invoicing action

Within the workflow:

• Click + Add action
• Select the relevant ScaleXP Invoicing action
• Configure your invoice settings if required

The invoice will automatically use:

• HubSpot line items
• Customer details
• Currency
• Taxes
• Payment terms (based on your setup)

Once triggered, the invoice is created and synced to your connected accounting system.

Configuring the workflow action

Inside the workflow action you can configure your invoice settings. You can use multiple actions across workflow branches when different customers need different settings. In general you can configure:

• Contact matching — how contacts are matched between HubSpot and your accounting platform, and whether to create a contact when there is no match.
• Invoice settings — the invoice date, due date, payment terms, and schedule.
• Line items — invoice all items, filter them (for example, only monthly items), or split them (for example, take a 10% deposit).
• Tax and accounting settings — pulled straight from your accounting platform.
• Accounting-platform fields — such as custom fields, reference fields, and branding themes.

Step 3: Optional – Add conditions and branching

You can use HubSpot’s branching logic to control different billing scenarios.

For example:

• If deal amount > $10,000 → require approval before invoicing
• If Product Type = Subscription → create recurring invoice
• If Pipeline = Enterprise → apply different billing logic
• If Pipeline = Upsells → create a one-off invoice for the current-period change
• If Pipeline = Cross-sells → apply the relevant billing logic for the additional product or service
• If Pipeline = Downgrades → notify the relevant owner to review the future invoice update
• If Finance owns future invoice updates → send an internal notification by email, Slack, or task assignment

This gives you full flexibility across customer segments, pricing structures, and contract changes such as upsells, cross-sells, and downgrades.

For more guidance, see ScaleXP Invoicing: How to handle upsells, cross-sells, and downgrades 

Get notified if an invoice fails

It’s good practice to add a notification step after the action so your team knows when an invoice has been created. For more granular alerts, set up a second workflow that watches the Invoice Status deal property — it changes to Invoice Synced when the sync succeeds — so you can branch on that value to flag any sync that doesn’t complete.

Other automations

When ScaleXP Invoicing is installed, additional invoice-related properties become available inside HubSpot deals, such as:

• Invoice Status
• Overdue Invoice Count
• Number of Invoices
• Next Invoice Due Date

These properties update automatically and can be used for further workflow automation or reporting.

See ScaleXP Invoicing: HubSpot deal automation workflows for other automation options.

Example automations

Example 1

• Trigger: Deal stage = Closed Won
• Action: Create invoice automatically
• Result: Finance receives a fully populated invoice in the accounting system immediately

Other examples

• Notify the deal owner when an invoice is overdue
• Move a deal to "Closed Won" when the deposit is paid
• Transfer the deal to Customer Success when the invoices are paid
• Notify the finance team when invoices are synced

Related articles

• ScaleXP Invoicing: (Step 2) invoicing setup and data mapping with HubSpot invoicing 
• HubSpot invoicing: adding invoice properties to HubSpot deals 
• ScaleXP Invoicing: HubSpot deal automation workflows