This guide walks you through how to split a HubSpot quote or deal into multiple invoices — whether as part of a payment plan, staged payments, or to bill a deposit, ScaleXP Invoicing makes it easy to create multiple invoices from a single deal.

ScaleXP Invoicing has several tools to make splitting invoices easy — this guide covers each method and the best time to use it. If you have repeating elements, e.g. monthly or annual billing, you may be better off looking at repeating invoices instead — see ScaleXP Invoicing: How to create recurring invoices in HubSpot for more information. And if you would like invoices to be created automatically from your deals, see ScaleXP Invoicing: Automating invoice creation with HubSpot workflows.

Method 1 — Splitting invoices manually

This is the simplest method to understand, but it requires a little manual input. When ScaleXP Invoicing starts up, it autofills an invoice — grabbing the line items from your deal and populating a single invoice with today's date. Most of the other settings are filled out automatically for you. Once the autofill has run, you are free to edit the invoice as much as you like, including copying or creating extra invoices.

If you are billing different line items in different invoices:

1. Choose how many extra invoices you would like to create by scrolling down or using the plus icon in the corner of the screen.

2. Use the drag-and-drop handle on the left of the line items to drag line items from the first invoice to the new invoice(s) you have just created.

3. Add your dates to each invoice.

If you are billing the same line items each time (or just have a single item):

1. Open your invoice menu and choose Duplicate Invoice — this copies all the line items onto a new invoice.

2. Adjust the quantities and dates on each invoice.

For both ways, keep an eye on the indicator at the top of the screen — it shows green if your invoices add up to the same amount as the total on your deal, and red if not. Hover over it for more information. It will not stop you from creating invoices, but it is a handy check to make sure you have not missed anything.

Splitting invoices manually is a good choice if:

• You don't store the data about billing periods anywhere else
• Each deal is different

Method 2 — Using billing start date in HubSpot line items

This is the perfect choice if you're using HubSpot quotes to present data to your customer, and if you are billing different line items on different dates.

1. When you build your quote in HubSpot, you'll see an option for Billing Start Date — populate it with a Custom Date.

2. When ScaleXP Invoicing starts up, it automatically creates a separate invoice for each billing start date and groups the line items together.
3. Give the invoices a quick check over before sending.

For more detail on how HubSpot line items flow into invoices, see ScaleXP Invoicing: (Step 2) invoicing setup and data mapping with HubSpot invoicing.

Method 3 — Payment schedules

If you are billing the same line items in each invoice, split into multiple payments, then payment schedules are the perfect tool. They allow you to define standard payment schedules for your organization (e.g. 30% upfront, 70% balance) and let ScaleXP Invoicing calculate the invoices for you.

1. An admin will first need to configure payment schedules inside your ScaleXP Invoicing dashboard: go to Preferences and scroll to the bottom of the page. You can define one or more schedules and specify the percentage splits for each one.

2. Optionally, select Split quantities — this adjusts not only the price but also the quantity of the products, which is helpful if you're using inventory billing or adding up the quantity sold for each item in your accounting platform.
3. Once set up, all your users will see the option inside ScaleXP Invoicing.

4. When ScaleXP Invoicing starts, the initial invoice will be filled out as a single invoice — click the invoice menu and choose the payment schedule you'd like to apply. ScaleXP Invoicing calculates everything; you just add the dates.

We recommend making sure your values can be cleanly divided by the percentages you choose; otherwise you may end up with $3.333333, which may not be supported by your accounting platform.

Which method should I use?

• Method 1 — splitting manually: best when each deal is different or you don't store billing periods anywhere else.
• Method 2 — billing start dates: best when the dates already sit on your HubSpot quote line items.
• Method 3 — payment schedules: best when you bill the same line items in standard percentage splits.

If you need advice on what's best for you, or any assistance getting set up, reach out to our support team at support@scalexp.com.