Automate your HubSpot invoices

6 minute read · Written by admin · Last updated 09 Sep 2024

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!

Big News! We've just launched a workflow action to automatically create Xero invoices, read more about automated invoices.

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 PropertyHubSpot Internal nameDescription
Invoice Status (e.g. Synced, First Paid, All Paid)is_invoice_statusThe current status of invoices linked to this deal
Invoice Total ex. taxis_invoice_totalTotal value, excluding tax, of all invoices linked to this deal, excluding deleted and voided
Overdue Invoicesis_overdueShows 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 Invoicesis_number_of_invoicesThe number of invoices linked to this deal, excluding deleted and voided
Number of Invoices Paidis_number_of_invoices_paidThe number of invoices linked to this deal that have been marked as paid
Next Invoice Dateis_next_invoice_dateThe 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 Dateis_next_invoice_due_dateThe due date of the earliest unpaid invoice linked to this deal. Note that this could be in the past if invoices are overdue.
Invoice Numbersis_invoicenumbersComma separated list of invoice numbers generated for the deal
Overdue Totalis_overduetotalValue of invoices marked as overdue, ex. Tax
Paid Totalis_paidtotalValue of invoices marked as paid, ex. Tax - note this excludes credits or part payments
Invoice Total in Base Currencyis_invoice_total_baseTotal 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 Sentis_allsentShows true if all invoices for this deal have been sent
Connection Nameis_connectionnameName of the Xero or QuickBooks account used to sync invoices
MRRis_mrrMonthly Recurring Revenue from Repeating Invoices
ARRis_arrAnnual Recurring Revenue from Repeating Invoices
Projected Total (ex. tax)is_projected_totalProjected value, excluding tax, of all invoices and repeating invoices linked to this deal, calculated where an end date exists excluding deleted and voided
Contact IDis_contact_idThe 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

 

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.