This article is a quick tour of ScaleXP Invoicing and the key concepts you'll meet as you get started. It explains what the product does, how invoices are generated from your HubSpot deals, and how the underlying data — contacts, products, accounts, and taxes — maps across to your accounting system. By the end you'll understand the building blocks of the product and know which detailed guide to read next for each task.
What ScaleXP Invoicing does
ScaleXP Invoicing lets you create and send real invoices directly from your HubSpot deals, without leaving HubSpot. It connects your CRM to your accounting platform — Xero or QuickBooks Online — so that the invoice you raise from a deal is created in your accounts as a genuine financial document, with the correct contact, line items, tax rates, and ledger accounts already in place.
Because the invoice is built from data that already lives on your deal, your sales and finance teams work from a single source of truth. You raise the invoice once, and the same information flows through to your accounting system, your reports, and back onto the deal so everyone can see its status. You can manage your account and settings at any time at app.scalexp-invoicing.com.
Creating invoices from HubSpot deals
The core of ScaleXP Invoicing is creating an invoice straight from a deal record. The deal already holds the customer, the amounts, and the products being sold, so creating an invoice is a matter of confirming those details and pushing them to your accounting system.
To get the product installed and connected, start with these guides:
- How to set up ScaleXP Invoicing (Step 1): Installing the invoicing module
- ScaleXP Invoicing: invoicing setup and data mapping with HubSpot
Once you're connected, follow the guide for your accounting platform to raise your first invoice:
How your data maps: contacts, products, accounts, and taxes
An invoice is only correct if the underlying data is correct, so ScaleXP Invoicing maps key records between HubSpot and your accounting system. Understanding these four building blocks makes everything else easier.
- Contacts — the customer the invoice is billed to. ScaleXP Invoicing matches the HubSpot contact or company to the right customer record in Xero or QuickBooks Online, so the invoice is raised against the correct account.
- Products — the items and services being sold. Your HubSpot products are mapped to the equivalent products in your accounting system, which controls the description, price, and ledger account used on each line.
- Accounts — the nominal or income accounts that revenue is posted to, ensuring each invoice line lands in the right place in your chart of accounts.
- Taxes — the tax rates applied to each line, so VAT or sales tax is calculated correctly and consistently with your accounting setup.
For a worked example of aligning products across the two systems, see Mapping Xero products with HubSpot.
Automating invoices with workflows
Once you're comfortable creating invoices manually, you can let ScaleXP Invoicing raise them automatically. By using HubSpot workflows, you can trigger an invoice to be created when a deal reaches a chosen stage — for example, when it moves to Closed Won — so nothing is missed and your team saves time. You can also set up invoices that bill on a repeating schedule for subscription and retainer customers.
- ScaleXP Invoicing: Automating invoice creation with HubSpot workflows
- How to create recurring invoices in HubSpot
Sending invoices and getting paid
After an invoice is created, you can send it to your customer directly from HubSpot. Sending is tracked alongside the deal, so you always know what's gone out and when. To learn how, see How to send invoices in HubSpot.
Invoice data on your deals
Every invoice you raise writes its details back onto the HubSpot deal, including properties such as the Number of Invoices and the Invoice Status. The app cards on the deal record give your team a clear, at-a-glance view of what has been invoiced and what is still outstanding — and these same properties can power further automation and reporting. For more on viewing and working with this information, see Managing app cards in HubSpot.
Bringing in your existing invoices
If you've already raised invoices in your accounting system, you can bring that history into HubSpot so your deals reflect the full picture from day one. See How to add historical data to HubSpot.