topic Re: How can I automate an invoice when a quote is signed? in Tips, Tricks & Best Practices

How can I automate an invoice when a quote is signed?

AJarred — Tue, 23 Jul 2024 15:53:14 GMT

Hello,

I am currently onboarding Hubspot and I now have sales pipelines set up with deals and quotes set up, the next thing I am working on is invoicing.

Is there a way to automatically have an invoice created when a quote is signed? If not available as a native automation then how esle can we make this possible (we have developers that can build what they need but I need some guidance if this is needed).

And how can we manage credits with the invoice object?

If we have clients that have a recurring payment, how can we have invoices automated each month for this also?

Thanks in advance!

Re: How can I automate an invoice when a quote is signed?

PamCotton — Tue, 23 Jul 2024 22:30:06 GMT

Hey @AJarred, thank you for posting in our Community!

Currently, HubSpot does not have a native feature to automatically create an invoice when a quote is signed. However, you can set up a workflow to trigger a webhook that sends deal information to an external invoicing system.

When the quote requires a written signature, you can manually mark the quote assigned. More information here.

I was able to find a similar idea here too. Upvoting will keep you updated once there's any news about this matter.

Kindly,

Pam

Re: How can I automate an invoice when a quote is signed?

iamtomgray — Mon, 03 Nov 2025 12:33:40 GMT

Hey @AJarred,

Nice to meet you! Yup - you can automate invoice creation when a quote is signed by using Portant + HubSpot.

The usual workflow is:

Connect Portant to your HubSpot account (we read Deal / Quote properties).
Create an invoice template in Google Docs (or Sheets) in Portant and add the HubSpot tags you need (deal, quote, line items, custom properties).
Create a HubSpot workflow that triggers when the Quote status changes to “signed/accepted”. Add a Portant action in that workflow to run your Portant invoice workflow (this will generate the PDF and can write the output link back to HubSpot).
Optional one - use Portant’s “Record Outputs” or file settings to save the PDF to Drive and write the URL into a HubSpot property on the Deal for downstream automations.

For credits, I'd track them as line items (or as custom Deal/Quote properties) and include them in your Portant template as negative values or a separate credit line. Portant supports simple calculations on grouped data (SUM/AVG/MAX/MIN) so you can include totals and subtract credits in the template (eg. {{=SUM(Line Item Amount)}} and include negative credit line items).

For recurring invoices: you have two good options:

Use a HubSpot workflow with a recurring schedule (or date-based reenrollment) to trigger the Portant action each month for the appropriate subscription/Deal.
Or keep a Google Sheet as your source with the recurring schedule and enable Portant’s Auto-Create / scheduled runs to generate invoices automatically from the sheet each period.

For example, Portant can:

source and use any data connected to your HubSpot Deal/Quote (custom properties and associated objects included)
be used as an action within a HubSpot Workflow so a signed quote can immediately generate an invoice
save invoice PDFs and links back to your HubSpot record so you can automate follow-ups
run on a schedule or auto-create from a Google Sheet for recurring billing

Here are a few docs & resources to help you set this up:

Portant + HubSpot integration guide: https://docs.portant.co/portant-docs/sources/hubspot
Invoices use-case & how to template calculations: https://docs.portant.co/portant-docs/use-cases/invoices
Add a Portant Action to a HubSpot Workflow: https://docs.portant.co/portant-docs/sources/hubspot/add-a-portant-action-to-a-hubspot-workflow

If you want, I can help sketch the exact HubSpot trigger and Portant workflow steps based on how you store credits and recurring terms. Feel free to email me tom@portant.co and we can set up a quick call.

Cheers,

Tom

Marketing @ Portant

Portant App for HubSpot:

https://ecosystem.hubspot.com/marketplace/apps/portant-hubspot-google-docs-integration

Re: How can I automate an invoice when a quote is signed?

amjadkhatri — Fri, 28 Nov 2025 12:31:48 GMT

Hi AJarred,

Building on the suggestions above, here are a few additional approaches depending on your setup:

For quote-to-invoice automation, if you want to stay within the HubSpot ecosystem, you can use Operations Hub workflows with custom code actions to call external invoicing APIs like QuickBooks, Xero, or FreshBooks when the quote status changes to signed.

For credits, you can create a custom property on your deal or line item objects to track credit amounts. Then in your invoice template or integration, pull that value and subtract it from the total. Some users create a separate line item type called Credit that carries a negative amount.

For recurring invoices, the cleanest approach is to connect HubSpot to a subscription billing tool like Stripe Billing, Chargebee, or Recurly. These tools handle the recurring invoice generation natively, and you can sync the data back to HubSpot for visibility.

Alternatively, you could use a workflow with a scheduled trigger based on a custom date property to remind you when the next invoice is due, then automate the creation from there.

Hope this helps!