Automate your HubSpot invoices

8 minute read · Written by admin · Last updated 21 Nov 2022

Automating your HubSpot deals based on invoice status can be incredibly powerful - this guide gives you all the info you need - but if you have any questions our team are happy to help you get set up - just book an onboarding call with us or email us!


What can you do with Invoice Automation?

Our users have built some incredibly powerful integrations by combining HubSpot workflows with the triggers from Invoice Stack. Here are some 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

We'd love to hear what you've built so get in touch if you'd like to share!

How to Automate your Invoice Workflow

There are three different types of automation available, depending on what you're trying to achieve, you can use any one of these types, or even all of them!

Automation Option 1

Updating Deal Stage

This is the easiest option out there - just move your deals to different steps in your deal pipeline, just by selecting a menu in your dashboard.

You can reach these settings by logging into your Dashboard and clicking the "Automations" menu item.

You can trigger deal stage automations from the following conditions:

  • When invoices are synced
  • When the first invoice is paid
  • When all invoices are paid
  • When any invoice is marked as overdue *

* Note that invoices must be Approved in Xero to be overdue

Next to the action, you will see a drop-down menu populated with your Deal Stages from all your pipelines. Simply select the relevant deal stage and click Save.

Go to your Dashboard

Automation Settings

Automation Option 2

Using HubSpot workflows with Standard Properties (Pro and Enterprise)

When you install Invoice Stack, we'll create a group of properties under the group name "Invoicing", on each of your deals. These are always kept up to date - so using these to trigger HubSpot workflows is a really easy and powerful way to unlock lots of automation options.

Properties List

Deal Property HubSpot Internal name Description
Invoice Status (e.g. Synced, First Paid, All Paid) is_invoice_status The current status of invoices linked to this deal
Invoice Total ex. tax is_invoice_total Total value, excluding tax, of all invoices linked to this deal, excluding deleted and voided
Overdue Invoices is_overdue Shows true if any invoice linked to this deal has a due date before today and is not marked as paid, excludes deleted and voided. Updated every 5 minutes.
Number of Invoices is_number_of_invoices The number of invoices linked to this deal, excluding deleted and voided
Number of Invoices Paid is_number_of_invoices_paid The number of invoices linked to this deal that have been marked as paid
Next Invoice Date is_next_invoice_date The invoice date of the earliest unpaid invoice linked to this deal. Note that this could be in the past if invoices are overdue.
Next Invoice Due Date is_next_invoice_due_date The due date of the earliest unpaid invoice linked to this deal. Note that this could be in the past if invoices are overdue.
Invoice Numbers

is_invoicenumbers

Comma separated list of invoice numbers generated for the deal

Overdue Total

is_overduetotal

Value of invoices marked as overdue, ex. Tax

Paid Total

is_paidtotal

Value of invoices marked as paid, ex. Tax - note this excludes credits or part payments

Invoice Total in Base Currency

is_invoice_total_base

Total value in your Xero/QuickBooks base currency using the exchange rate generated by Xero/QuickBooks (excluding Tax). Total includes all invoices linked to this deal, excluding deleted and voided

Invoices Sent

is_allsent

Shows true if all invoices for this deal have been sent
Connection Name

is_connectionname

Name of the Xero or QuickBooks account used to sync invoices

MRR

is_mrr

Monthly Recurring Revenue from Repeating Invoices

ARR

is_arr

Annual Recurring Revenue from Repeating Invoices

Projected Total (ex. tax)

is_projected_total

Projected value, excluding tax, of all invoices and repeating invoices linked to this deal, calculated where an end date exists excluding deleted and voided

Contact ID is_contact_id The internal reference ID for the contact that has been invoiced from your accounting platform
If you don't see all these properties You may need to add these properties to your account, or update to get the full set. Just head to your dashboard, click "HubSpot" in the sidebar, then "Create Properties" or "Update Properties"

Configure your HubSpot workflow

To configure an action in HubSpot - go to Workflows and create a new "Deal-based Workflow".

In the trigger at the top of the workflow, select the deal property listed above e.g. "Invoice Status" and choose the relevant value. Then you can go ahead and configure the rest of your workflow.

See the HubSpot Knowledge base for more info on adding Workflow actions.

HubSpot Invoice Workflow

Walkthrough Video

Automation Option 3

Using HubSpot workflows with Custom Properties (Pro and Enterprise)

For more advanced users, you can tailor the properties that Invoice Stack fills in. This is ideal if you already have workflows or reports using certain HubSpot deal properties.

Step 1

Set Up a Deal Property in HubSpot

First, add the property you require inside HubSpot. If you're using an existing property, then you can skip this step.

See the HubSpot Knowledge base for more info on how to create a property (remember to create the property on a Deal record, not a Contact record).

Step 2

Configure the settings in Invoice Stack

Then, just head to your Automation settings inside Invoice Stack and click the "Show Advanced Settings" link - next to each trigger you'll see HubSpot properties in the dropdown list. Just choose the property and enter in your value.

We also have some special values, you can populate these just by entering in the text below.

  • %nextduedate%
  • %nextdate%
  • %invoicetotal%
  • %numberofinvoices%
  • %xerocontactid%

This property will now auto-update on your Hubspot Deal whenever the trigger is fired.

Need to fill in a value that you can't see listed here? Get in touch with the team to talk about bespoke customisations

Automation Settings

 

Step 3

Configure your HubSpot workflow

Then, inside HubSpot - go to Workflows and create a new "Deal-based Workflow".

In the trigger at the top of the workflow, select the deal property "Xero Invoice Status" and choose the relevant status. Then you can go ahead and configure the rest of your workflow.

See the HubSpot Knowledge base for more info on adding Workflow actions.

 

HubSpot Invoice Workflow

Give Invoice Stack a try

Getting started with Invoice Stack is easy! Try it for yourself with a 21-day free trial, no credit card required and get set up in minutes. Or, if you'd like to take a deeper dive or show your team - book a demo slot at a time that suits you.