Link invoices you already have in Xero or QuickBooks Online to HubSpot deals, so they count toward the deal and show in your ScaleXP reporting. Once linked, the deal properties update and the invoice is tracked as if ScaleXP Invoicing created it.
Before you start:
- ScaleXP Invoicing must be installed and connected. See Step 1: Install ScaleXP Invoicing in HubSpot.
- You can import an invoice in any status, even if the deal already has invoices.
- An invoice can only be linked to one deal at a time.
1. Import an invoice into a deal
- In HubSpot, open the deal and click View or Edit Invoices on the ScaleXP Invoicing card.
- If ScaleXP Invoicing has filled in a draft invoice from the line items and you don't need it, remove it first.
- Scroll to the bottom of the editor and click Import Existing Invoices.
- Search for the invoice by invoice number (Xero and QuickBooks Online) or reference (Xero only).
- Check the details, then import it. ScaleXP Invoicing checks that the currency and contact match the deal.
If you can't see Import Existing Invoices, contact support@scalexp.com to switch it on.
2. Import invoices in bulk
To link a lot of past invoices or existing repeating invoices, send our support team a CSV with two columns: the HubSpot Deal ID and the Invoice Number.
| Deal ID | Invoice Number |
|---|---|
| 12345678 | INV-0001 |
| 12345679 | INV-0002 |
- Use a separate row for each invoice. A deal can have several rows.
- If you have more than 1,000 invoices, let us know first.
- Email the file to support@scalexp.com.
3. HubSpot data sync (not recommended)
HubSpot's Xero and QuickBooks apps can copy invoices into HubSpot's own Invoices object. This works alongside ScaleXP Invoicing, but:
- Invoices are linked to contacts, not deals or companies.
- The link isn't always reliable and can only be fixed by hand.
We recommend options 1 or 2 instead.