ScaleXP Invoicing: Automating invoice creation with HubSpot Workflows

Marjorie Jackson
2025-07-14T12:25:18Z

Automating invoicing in HubSpot using Workflows

ScaleXP Invoicing allows you to automatically create invoices from HubSpot deals using HubSpot workflows.

When a deal meets your chosen criteria, the workflow can automatically create an invoice using the deal’s customer details, products, taxes, and pricing.

Step 1: Create a Deal-Based Workflow

Go to Automation → Workflows in HubSpot.

Create a Deal-based workflow.

Choose your enrollment trigger.

Common triggers include:

Deal stage becomes Closed Won

A custom property is set (e.g. “Ready to Bill” = Yes)

A contract is signed

A subscription start date is reached

Choose the trigger that reflects when billing should begin in your process.

Step 2: Add the ScaleXP Invoicing Action

Within the workflow:

Click + Add action

Select the relevant ScaleXP Invoicing action

Configure your invoice settings if required

The invoice will automatically use:

HubSpot line items

Customer details

Currency

Taxes

Payment terms (based on your setup)

Once triggered, the invoice is created and synced to your connected accounting system.

Step 3: Optional – Add conditions and branching

You can use HubSpot’s branching logic to control different billing scenarios.

For example:

If deal amount > £10,000 → require approval before invoicing

If Product Type = Subscription → create recurring invoice

If Pipeline = Enterprise → apply different billing logic

If Pipeline = Upsells → create a one-off invoice for the current-period change

If Pipeline = Cross-sells → apply the relevant billing logic for the additional product or service

If Pipeline = Downgrades → notify the relevant owner to review the future invoice update

If Finance owns future invoice updates → send an internal notification by email, Slack, or task assignment

This gives you full flexibility across customer segments, pricing structures, and contract changes such as upsells, cross-sells, and downgrades.

For more guidance, see ScaleXP Invoicing: How to Handle Upsells, Cross-sells, and Downgrades.

Other Automations

When ScaleXP Invoicing is installed, additional invoice-related properties become available inside HubSpot deals, such as:

Invoice Status

Overdue Invoice Count

Number of Invoices

Next Invoice Due Date

These properties update automatically and can be used for further workflow automation or reporting.

See ScaleXP Invoicing: Using HubSpot Workflows to automate Deal Properties including Stage and Pipeline for other automation options.

Example Automations

Example One:

Trigger: Deal stage = Closed Won

Action: Create invoice automatically

Result: Finance receives a fully populated invoice in the accounting system immediately

Other examples:

Notify the deal owner when an invoice is overdue

Move a deal to "Closed Won" when the deposit is paid

Transfer the deal to Customer Success when the invoices are paid

Notify the finance team when invoices are synced

See also these articles:

ScaleXP Invoicing: HubSpot Set Up - Step 2 of 2 - Invoicing Setup and Data Mapping.

HubSpot Invoicing: Adding invoice properties to HubSpot deals.

ScaleXP Invoicing: HubSpot Workflows and Deal Automation