The Send with ScaleXP Invoicing feature makes sending invoices easy, giving you extra flexibility over how invoices reach your clients or customers. Instead of using your accounting platform to send, ScaleXP Invoicing processes and sends the emails directly, while your invoices still sync as normal to Xero or QuickBooks Online along with their send status. This article explains how the emails work, how to enable and customize sending, how to send manually or automatically, how to track delivery, and how customers pay through the branded payment portal.
Using this feature unlocks benefits like:
- Editing email messaging and picking recipients (including CC and BCC) from inside HubSpot
- Professional email templates with your branding
- Syncing delivery status (including opens and clicks) to HubSpot and your accounting platform
- A branded payment portal where you can connect one of 30+ payment providers
- Automated email sending when invoices are ready to go out
About the emails
Emails are sent via our partner Resend, who have a strong reputation for data protection and deliverability. No customer email address data is stored in ScaleXP Invoicing. The email template is generated by ScaleXP Invoicing, and you can customize the logo, brand color, default invoice message, and footer text. Each email includes a PDF of the invoice (using the template from your accounting platform) and a call to action that takes the customer to the payment portal. Delivery, bounces, opens, and clicks are all tracked.
Getting started
- Log in to your ScaleXP Invoicing dashboard at app.scalexp-invoicing.com.
- From the menu, choose Preferences, then Send invoices.
- At the top of the screen, under How would you like to send invoices, choose ScaleXP Invoicing. This opens the rest of the settings, where you can customize and preview your email setup.
- Once complete, you will also see a prompt to configure your payment settings. If you want to accept online payments from the payment portal, follow the steps to link up your payment provider.
Send invoices from HubSpot
When you start ScaleXP Invoicing and create an invoice, the first step once you have entered the data is to click Sync to add the invoice to your accounting platform. If you are using Xero, you also need to make sure the invoice has its status set to Authorised. Then:
- At the top of the invoice you will see the send bar appear with a Send Invoice button. If this instead reads Send with Xero or Send with QuickBooks, you need to complete the getting started steps above.
- Click Send Invoice. The send window pops up.
- Customize the recipients. By default, the window lists the contacts associated with the contact in your accounting platform, along with the contacts associated with your HubSpot deal. Delete any that are not required by clicking the x next to the email address.
- If needed, configure CC and BCC contacts, add new email addresses, and drag and drop addresses between fields.
- Edit the message and preview the email.
- Send the email. You can return to this screen and send again, or send to different addresses, as many times as you need.
Send automatically
Sending invoices automatically is a great option if:
- You are creating invoices automatically from workflows
- You have future invoices or staged payments that you want to go out automatically
- You are syncing invoices to Xero as draft and want someone to approve the invoice before it is sent
To set this up, configure the options at the bottom of the sending invoices preferences page in your dashboard. When activated, this automatically emails any invoices that were created from ScaleXP Invoicing, have the status Authorised (if using Xero), have not already been marked as sent, and where today's date is the invoice date (or a set number of days before it, depending on your settings). Invoices are checked against these criteria on an hourly basis. Note that if an invoice meets the criteria after it was supposed to go out, it will not be sent.
Email status tracking
When an email is sent, whether manually from HubSpot or automatically, you will see updated information inside the activity feed for the deal:
- Email Sent — logs a full copy of the invoice as an email activity on the HubSpot deal
- Invoice Email Delivered
- Invoice Email Bounced
- Invoice Email Opened
- Invoice Email Clicked
If these do not show up for you, check the Filter activity section at the top of the deal and make sure the ScaleXP Invoicing option is checked. Your invoice is also flagged as sent inside your accounting platform. For Xero, ScaleXP Invoicing updates the History and Notes section at the bottom of the invoice with the statuses above. Finally, two deal properties are updated: Invoices Sent and Last email bounced. You can use these in HubSpot workflows, for example to notify the deal owner if an email send has bounced.
Payment portal
Every email includes a link to a branded payment portal. This is a unique link your customer can use to view the invoice details and due dates, download a PDF copy, and make a payment. The payment portal lists all the invoices on a deal, with future invoices listed separately, and is branded with the same colors and logo you chose for the email template.
On the right-hand side of the payment portal you can list payment instructions and enable online payments. You can connect one of up to 30 payment providers here, including Stripe, GoCardless, PayPal, and many more. Online payments are optional. This means your customers can pay instantly, and the payment portal even supports paying for multiple invoices at once.