A tutorial on how to create your first QuickBooks invoice from HubSpot, using ScaleXP Invoicing. This video is ideal if you're just getting started with ScaleXP Invoicing, and is also a great resource to share  with your team to help them get trained up. For this video, we'll assume you've already got ScaleXP Invoicing installed and working, if not, check out the installation guide.

Introduction

In this guide, we will walk you through the process of creating your first QuickBooks invoice directly from HubSpot using ScaleXP Invoicing. The process is simple and only takes a few minutes. Whether you are new to using HubSpot, QuickBooks, or ScaleXP Invoicing, this guide will provide a comprehensive overview to ensure you can create and manage invoices efficiently.

Go to a HubSpot Deal

Every action with ScaleXP Invoicing starts from a HubSpot deal. This deal should have a company, a contact, and, optionally a quote or line items.

Once you have identified the appropriate deal, the next step is to find the ScaleXP Invoicing card on the sidebar of your deal. 

If you have just installed the app, it might be located further down the sidebar, requiring you to scroll to find it. Once you locate the ScaleXP Invoicing card, you can drag and drop it to the top of the sidebar for easier access in the future. 

Additionally, you have the option to customize your sidebar in HubSpot to better suit your workflow. 

Creating an Invoice

To initiate the invoice creation process, click the “Create Invoices” button. This action opens the ScaleXP Invoicing window within HubSpot, allowing you to manage your invoices without needing to switch between different applications. The ScaleXP Invoicing window serves as a portal to your QuickBooks account.

One of the primary features of ScaleXP Invoicing is its ability to automatically fill in as much information as possible. When you create an invoice, the line items from your quotes or HubSpot deal are copied directly into the invoice. The system matches the SKU codes in HubSpot with those in QuickBooks, ensuring that all relevant tax rates and accounting details are accurately pulled into the invoice. This automatic data integration reduces the risk of errors and saves time.

Tax Calculation

ScaleXP Invoicing supports QuickBooks’ auto tax service. If your line items are taxable, QuickBooks calculates the tax, and ScaleXP Invoicing integrates this information back into HubSpot. You have the option to override the automatic tax calculation or use custom taxes by selecting the appropriate options from the dropdown menu at the top. For users outside the United States, tax information is pulled based on your products, but you can also override it within ScaleXP Invoicing.

Custom Fields and Data Pre-Filling

ScaleXP Invoicing also pulls through all custom fields from your QuickBooks invoices. This includes fields such as purchase order, salesperson, and customer messages. You can pre-fill these fields with information from your HubSpot deal, ensuring that all necessary details are included in the invoice. For example, you can bring in a purchase order number or enter the name of the deal owner directly from your HubSpot data.

Setting Invoice Details

After ensuring that all necessary information is included in your invoice, the next step is to set the invoice date. You can select the appropriate date by clicking on the calendar icon and choosing the desired date. If you need to create additional invoices or split an existing invoice into multiple parts, ScaleXP Invoicing provides to accommodate these needs - see ScaleXP Invoicing: How to create split invoices in HubSpot.  

You can create new invoices using the options at the bottom of the window or use ScaleXP Invoicing: How to create split invoices in HubSpot to divide the invoice into specified proportions, such as 50:50 or 25:75, based on your configuration settings.

Recurring Invoices

ScaleXP Invoicing also supports QuickBooks recurring invoices - see  . If you have line items in your HubSpot deal that are marked as monthly or annual recurring, ScaleXP Invoicing will automatically create a recurring invoice in QuickBooks. This feature ensures that invoices are generated and sent out on a regular basis without manual intervention, streamlining the invoicing process for recurring transactions.

Managing Contacts

After setting up the invoice details, the next step is to verify the contact information. ScaleXP Invoicing searches QuickBooks for the contact name associated with your HubSpot deal. You can choose to use the company name if you are operating in a B2B context or the contact name if you are dealing with B2C transactions. This functionality is particularly useful for B2B operations, especially if there is a legal name in QuickBooks that differs slightly from the name used in HubSpot.

If the contacts do not match, you can perform a search directly within the ScaleXP Invoicing window. Additionally, you can add a new contact to QuickBooks from this screen. ScaleXP Invoicing will copy all the information stored about the customer in HubSpot, allowing you to review and amend the details as necessary. Once you have confirmed the contact information, click save to create the contact in QuickBooks and proceed with creating your invoice.

Syncing and Sending the Invoice

Before finalizing the invoice, review all the details to ensure accuracy. Once you are satisfied with the information, click “Sync to QuickBooks” to create the invoice in QuickBooks. This action uses the same QuickBooks template and email settings you have already configured, ensuring consistency in your invoicing process. After syncing, the invoice number is automatically generated by QuickBooks.

You can then choose how to send the invoice. ScaleXP Invoicing offers two options: you can send the invoice through QuickBooks using the standard email templates, or you can use HubSpot’s email system. Additionally, you have the option to lock down the sending of invoices so that only your finance team can send them through QuickBooks, if preferred. You can preview a PDF of the invoice or copy a link to the invoice if needed.

If any changes are made to the invoice, such as it being paid or edited in QuickBooks, all this information is synced back to the deal in HubSpot, ensuring that your records remain up-to-date.

Conclusion

Creating an invoice with ScaleXP Invoicing is a straightforward and efficient process. Everything is managed within one window, eliminating the need to leave HubSpot. All your QuickBooks settings are seamlessly integrated into ScaleXP Invoicing, ensuring a smooth workflow. If you encounter any issues or need further assistance, visit our website for contact links and support articles. Thank you for using ScaleXP Invoicing.