Features

Deposit Invoices with HubSpot and Xero

Charge a fixed or percentage payment to your customers upfront, and collect the balance later

  • Create invoices without leaving HubSpot
  • Native Xero sync that your finance team will love
  • Perfect for collecting down-payments, prepayment, advance payments or milestone billing
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Watch Create Deposit Invoices in HubSpot on YouTube.

How it works

Invoice Stack pulls information from your HubSpot quote or deal - to let you quickly create invoices right inside HubSpot.

You can use Invoice Stack from our pop-up inside your HubSpot deal, or completely automate things using our deal-based workflow actions.

Creating a deposit invoice is super easy in Invoice Stack:

  • When your deal is closed or ready to invoice, just open up Invoice Stack and your line items are autofilled

     

  • Open up the Deposits tool - choose a fixed amount or a percentage, then just pick dates for each invoice
  • Invoice Stack will create two Xero invoices, one for your deposit with a single deposit line, and one with the rest of the line items, with the deposit subtracted
  • Your deal is automatically updated when your deposit invoice is paid or overdue
  • You can come back to check and edit the balance invoice at any time either in Xero or in HubSpot

See documentation

Why do people use Invoice Stack for Deposit Invoices?

  • Simple to set up - works with your existing Xero and HubSpot process
  • Saves hours every month - no more manually creating invoices
  • Great visibility for your team
  • Flexible - choose whether to use deposits or not
  • Full 2-way sync - edit invoices in Xero or in HubSpot

Who is it for?

Events

Require upfront booking deposits to secure venues, equipment, and staff, protecting against cancellations and holding key dates.

Manufacturing

Take deposits to cover one-off setup, tooling, and material costs before production starts, especially for custom or made-to-order items.

Agencies

Collect down-payments before project work begins to secure time, reduce no-shows, and cover early planning or discovery work.

B2B SaaS

Charge onboarding or implementation fees in advance to cover setup time, integrations, training, and other upfront service costs.

Frequently Asked Questions

Yes - inside the Invoice Stack window you can edit, split or duplicate into as many invoices as you like. You may also want to consider our Payment Schedules feature which is more targeted towards multiple percentage payments.

If you're creating invoices upfront - then there are a couple of ways Invoice Stack can help you remember:

  • We sync a "Next Invoice Date" property onto your HubSpot deal, so you can use this in reports or in HubSpot workflows to trigger a reminder to you or your team.
  • Invoice Stack can automatically send invoices for you, either on the invoice date or a set number of days before. You would need to make sure your balance invoice has been approved in Xero for this to work

Yes - you can edit the balance invoice at any time either in Xero or (depending on the permissions you set) by opening up the Invoice Stack window inside HubSpot. This means you can easily adjust due dates, add or remove line items or update the invoice totals before the balance goes out.

Invoice Stack will sync back the payment status of all invoices onto your HubSpot deal. You can automate the deal to move between deal stages when the first invoice is marked as paid, and you can more complex automations using HubSpot's workflow tools.

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.

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