This article covers all the settings and configuration you need in order to automatically create QuickBooks Online invoices direct from HubSpot.

If you're just getting started and want a video walkthrough and more information, take a look at our article ScaleXP Invoicing: (Step 2) Invoicing Setup and Data Mapping with HubSpot Invoicing. 

How to set up your workflow

First head to the HubSpot Workflows tool, and create a workflow.

The workflow action is only available in a deal-based workflow. You can ignore the Invoice workflows as these only work with HubSpot’s own payments platform.

When adding an action, you should see the ScaleXP Invoicing options:

• “Create QuickBooks Online Invoice” 
• “Create QuickBooks Online Recurring Invoice”

Click to add the action and you’ll see the settings page.with the options listed below.

Choosing your settings

Within the actions window, you’ll see the options listed below.

Connection

• Shows your QuickBooks accounts
  • Select which QuickBooks account you'd like to use. ScaleXP Invoicing supports multiple QuickBooks accounts.
  • If you see nothing listed here, please ensure that you have connected up QuickBooks in your dashboard.

Invoice Contact

• Company associated to deal
  • We’ll use the Company associated to your HubSpot deal to search for a contact inside QuickBooks.
• Contact associated to deal
  • We’ll use the email address from the Contact associated with the HubSpot deal to search for a contact inside QuickBooks.
• Specific QuickBooks contact
  • If you know the internal QuickBooks Contact ID of the contact, you can specify it here (this contact ID is synced back by ScaleXP Invoicing in a deal property).

Create contact if not found

• When checked, ScaleXP Invoicing will create the contact inside QuickBooks using the data from the associated HubSpot Company or Contact.
• If you selected company, you’ll need to define an email address (as this is not a default property in HubSpot).

Invoice Date or Start Date

• If recurring – start date is the date of the first invoice
• When workflow is triggered
  • Sets the invoice date to the date the workflow runs
• On deal close date
  • Sets the invoice date to the close date set in the deal
• Use a deal property
  • Choose a deal property to use as the Invoice Date (this should be a date property)

Start invoices the same day (recurring invoices only)

• QuickBooks Online only generates invoices for recurring invoices overnight.
• To overcome this, if you're starting invoices the same day you create the recurring invoice, then ScaleXP Invoicing will generate a one-off invoice for today, then adjust the term automatically.

Invoice Frequency (recurring invoices only)

• How often the invoice should be created.

Term (recurring invoices only)

• How many invoices should be created.

Terms

• Choose from the payment terms you have set up inside QuickBooks (e.g. Net 30, Net 15).

Message

• This is the message that shows to the customer when you send the invoice.

Custom Fields

• Set up to 3 custom fields to fill out on your invoice.
• Note that the first 3 string-based fields will show here.
• In the first box, choose the field; then choose the value in the following box

Line Items

Which line items do you want to include on the invoice:

• All
  • Include all line items attached to the deal in your invoice
• Filter
  • Include only some line items  
  • (choose a line item property to filter by, e.g. only include a certain product)
• Split
  • Include all line items attached to the deal but split by a percentage value
  • You can then:
    • choose the percentage
    • decide whether to split quantities
    • specify text to append
• Only Weekly / Monthly / Quarterly / Annually 
  • (Recurring invoices only)
  • Only include line items with the billing frequency set to the relevant option

Taxes

• Use default
  • QuickBooks will automatically calculate taxes for taxable line items
• Override default
  • Choose a custom tax rate from a list to override the defaults

Tip: Workflows in HubSpot can be branched to create multiple variations.

For example, if you need to avoid charging tax for certain customers, you could:

• branch based on country
• create a new workflow action with slightly different settings

Once configured, simply turn your workflow on and ScaleXP Invoicing will run.

See your invoices in HubSpot

The workflow action is fully compatible with the rest of ScaleXP Invoicing.

When your invoices are created:

• They are visible in the sidebar next to your deal
• You can manually add additional invoices if needed

ScaleXP Invoicing will update your HubSpot deal properties when:

• the invoice is created
• anything changes in QuickBooks (e.g. edited, paid, overdue)

HubSpot workflows also include powerful debugging tools.

If invoice generation fails for any reason, you will be alerted inside the workflow, along with an error message (e.g. Could not find contact).

For more help with setup see ScaleXP Invoicing: (Step 2) Invoicing Setup and Data Mapping with HubSpot Invoicing ,.

See also ScaleXP Invoicing:  HubSpot Deal Automation Workflows.

If you need further help, email us at support@scalexp.com.