Using Invoice Data in HubSpot

4 minute video · Written by admin · Last updated 20 Jan 2023

One of the most powerful features of Invoice Stack is the data that gets sent back to HubSpot about your invoices. We do that using properties on your HubSpot deal. In this article and video, we'll walk you through how to find those properties, we'll point out the most useful ones and we'll show you how you can use them throughout your HubSpot account.

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Where to find invoice data

The best place to start is to find a deal on HubSpot where you've already created an invoice. When you sync an invoice, the data is saved to properties on your HubSpot deal record. To start with, these properties probably won't be visible when you view your deal, so let's find them.

On the left-hand side of your deal record you'll see a section named "About this deal", at the bottom is a button named "View all properties". If you can't see the button, you may need to scroll within the box in order to find it.

When you click the button you'll see the full list of properties that exist on that deal. When you install Invoice Stack, we'll add a new section named Invoicing - expand it to see a list of the properties Invoice Stack has filled out for your deal.

You can click "Add to your view" to pin properties to the "About this deal" box - this is visible only to you though, so follow the instructions in the following section to see how to customise how properties display everywhere.

Adout this deal section


About invoicing properties

There are over 20 Invoicing properties that Invoice Stack syncs to your deals and we're adding new ones all the time. You can see a full list here. A couple of the most popular are:

  • Invoice Status - This changes from blank to "Invoices Synced" to "First Invoice Paid" to "All invoices paid" - which means you can use it to track whether invoices have been created by your team yet, or whether the payment has gone through
  • Overdue Invoices - shows whether any of the invoices on the deal are overdue - meaning you can keep track of late paying clients

These properties are kept up-to-date automatically,  whenever things change in your accounting platform, so you never need to manually update them. To view a description of the property - just hover over it in and click "details" - you'll see a description at the top and also a list of changes that have been made.

Because these are normal HubSpot properties, you can use them to create workflows to automate your deals, and to create powerful reports and dashboards inside HubSpot.

Control how properties display

You can control where properties display by doing to HubSpot's settings > Data Management > Deals.

Here are a few things to try:

  • Go to Pipelines to Customize deal cards - and show the invoicing status on your deal pipeline
  • Go to Record Customization to create a custom panel on the left sidebar to include all the relevant invoicing data on the left hand side of your deal
  • Customize the right sidebar to decide where Invoice Stack shows on your deals 
Deal pipeline card


Next Steps

We recommend trying these steps out yourself using a trial version of Invoice Stack. Have a think about which teams need to see invoice properties, where they need to see them and when. Finally don't forget to check out our guides on Automation and on Reporting where you can use these invoice properties to do even more with your invoicing data.

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.