Recurring Invoices
with HubSpot and Xero

No - when creating an invoice you will only create a template in your accounting platform. On the scheduled date, your accounting platform will create a one-off invoice based on the details of the template. This gives you lots of flexibility to change pricing or terms during the contract period. If you do want to generate all invoices upfront - then our payment schedules feature can support this with a bit of customisation - just speak to our team if you need help getting set up.

Yes - invoices get automatically sent to your customers on the invoice date. This can either be with the built in sending function inside QuickBooks or Xero, or you can use Invoice Stack’s send function to use rich HTML templates with attachments.

Both QuickBooks and Xero support automated billing as part of their repeating invoice functionality. Customers can pay by card and opt-in to auto-pay at the checkout. You’ll need to be sending invoices using your accounting platform to support this. Services such as GoCardless can also process repeat payments via direct debits.

Invoice Stack’s payments feature will soon be expanded to support repeat billing - including automated payments, offering you even more flexibility and control.

We sync over 30 data properties back into your HubSpot deal. For recurring invoices you’ll see things like MRR, ARR, Number of Invoices, Projected Total and Next Invoice Date - you can see a full list of all our data properties right here.

Yes - with Xero you can set the generated invoices to Draft - which means your finance team can check and approve the invoices or template and either manually send them out or use our automated send functionality for this.

With Quickbooks you can generate the invoices but just set them not to be sent automatically, and the finance team can check either the generated invoices or the template, and send them out.

Yes, there a couple of ways of doing this - if your usage charges are stored in HubSpot though, we recommend using a combination of LinePilot and our workflow automation to generate invoices each month, instead of using our recurring invoice feature - contact the team for a demo of this.

If your usage charges are outside HubSpot, then you can generate draft invoices in your accounting platform, and update the exact usage in your accounting platform, before they get sent out. Any changes and the total values are all synced back into HubSpot by Invoice Stack.

Whilst QuickBooks and Xero do not have this specific functionality - there are some ways you can replicate this process. Invoice Stack can pick up multiple billing periods from your bill, so you would have two separate templates, one for the discounted period starting today, one for the full price starting in 6 months (for example).

HubSpot’s line items do not have a place to store this information, so you’d need to structure your line items to support this. Get in touch with the team and they can walk you through a demo of how to get set up with this.

You can cancel any recurring invoices from inside HubSpot. We also have some permissions to control whether this is possible or not, if you only want the finance team to do this.

No - you can easily set up Invoice creation in HubSpot either using our workflow automations or just allow non-finance users like Sales or Ops to create invoices directly, with an Approval step in between.

Any changes to invoices or template can be done in your accounting platform and will automatically be synced back to HubSpot.

No - everything can be done from inside HubSpot except deleting, crediting or voiding invoices. All you need to do is link up the app to your accounting platform and do this once when you set up the app.

Yes! Depending on the permissions you choose, you can edit or cancel recurring invoice templates right inside HubSpot. At present, you cannot edit the one-off invoices generated by the templates inside HubSpot - but any changes made in your accounting platform are synced right back.

Just like any other invoice, your invoice will be flagged as overdue in the HubSpot deal. You can use the invoice reminders built into QuickBooks or Xero to chase payments, or you can use the overdue invoice properties that Invoice Stack syncs back to HubSpot as triggers to set up workflows that chase customers.

Recurring Invoices is only available on Invoice Stack Pro and above