topic Re: From Quotes to Invoices in Tips, Tricks & Best Practices

From Quotes to Invoices

niederberger — Thu, 28 Apr 2022 07:53:56 GMT

Hello. I'm curious as soon as I sent a Quote out and the customer send an email back and he wants to work with us. How do i turn that into an invoice? Do I need an AddIn for that? Thx, Thomas.

Re: From Quotes to Invoices

karstenkoehler — Thu, 28 Apr 2022 08:08:01 GMT

Hi @niederberger,

This indeed requires a third-party solution, it's currently not a feature within HubSpot. You can find integration partners for invoicing on the HubSpot App Marketplace: The Best 37 Apps for HubSpot

Best regards!

Re: From Quotes to Invoices

niederberger — Thu, 28 Apr 2022 10:10:08 GMT

Thank You. Do you have a personal recomandation for the use in Switzerland as there are so many :)? Thx, Thomas.

Re: From Quotes to Invoices

karstenkoehler — Thu, 28 Apr 2022 11:28:10 GMT

Hi @niederberger,

This depends a bit on your exact requirements, I would start by looking at QuickBooks. They have multi-currency support, you can see an overview here: https://quickbooks.intuit.com/eu/pricing/

Best regards!

Re: From Quotes to Invoices

TScott5 — Mon, 24 Apr 2023 15:52:58 GMT

Can you tell me if the free version of Hubspot let's you use quotes. I'm getting empty zip files when I send myself the quote. Is this a limitation of the free version?

Re: From Quotes to Invoices

ethankopit — Tue, 07 Nov 2023 11:44:50 GMT

Hey folks - my name is Ethan and I'm a product manager here at HubSpot. I wanted to let y'all know that since this thread was posted, we've developed a native HubSpot Invoicing solution and we're actively recruiting for the Invoices Beta. If you're interested, fill out this form and I'll reach out. Keep in mind, invoice creation requires that you are using HubSpot payments (which is a Starter+ feature), so you will need to apply for payments if you do not already have access. Learn more about applying here.

Invoices can be created directly from Contacts, Companies, Deals, or Quotes (and will pull in associated object information) to speed up your sales process and reduce the risk of human error. Invoices are payable via HubSpot payments (both ACH and Credit Card), and can also be marked as paid manually if payment is received outside of HubSpot payments (e.g. wire transfer, check, PayPal, etc). Invoices are also available in Reporting and Automation to enable you to create time-saving automation and keep a pulse on your revenue and their receivables.

The feature is under active development, so there are a few gaps. You can read our full documentation and FAQs here, but the most common blockers are:

The HubSpot <> Quickbooks integration (and all other accounting integrations) do not yet support invoice-sync.
Invoice sending is manual (for now), so invoices cannot be automatically sent on a pre-set schedule.

The beta is a great fit for small businesses who want to centralize their invoicing and reduce the number of tools they use to send invoices and get paid. Fill out the form if you would like access, or pass it along to someone you know who could benefit. Thank you!

Re: From Quotes to Invoices

Gui_R — Fri, 07 Jul 2023 11:28:35 GMT

Hi @ethankopit,

Great news that this is being worked on. I have left comments in the Documentation doc. Here are the two critical points for us:

HubSpot Payments should not be made mandatory. First, it is only available in the USA. Secondly, as most larger organisation working on BtoB market with Quote-PO-Invoice processes, our payment will be received via bank transfert and directly recorded in our accounting tool, not the CRM. Hence we will never use HubSpot Payments.
Invoices should not be send automatically. It should be an option.

In our process, it will be gread to either create invoice in Hubspot and Sync them to our accounting tool (Xero), or pull Invoices from Xero to HubSpot. This allows our Sales team to confirm the content of the Invoice.

Then, Payment would be Sync from Xero to HubSpot.

Have a nice day,

Gui

Re: From Quotes to Invoices

TuMa — Fri, 04 Aug 2023 05:11:38 GMT

Hi Ethan,

Great you are working on this.

I am not sure from your post if the quote-to-invoice feature is already live. We would like to start using it. Also in the invoice we should be able to add custom fields from company properties e.g. we added in our company fields client VAT number, registration number with local commerce registry, as these were not native within Hubspot's native company fields.

Also we agree with previous comments that HS Invoicing should not be conditional on using HS payments. This being said, we would like to use HS payments -> but unfortunately is not yet available in the Netherlands; when do you expect this? We would like to know if we should start exploring a 3rd party (e.g. Stripe) integration.

Thank you.

Best,

Tudor

Re: From Quotes to Invoices

JNichols61 — Mon, 18 Sep 2023 19:14:52 GMT

Hi @ethankopit, is the ablity to convert a quote to an invoice live?

Re: From Quotes to Invoices

Rhodes007 — Tue, 28 May 2024 20:23:09 GMT

Hey Ethan! Is this out of Beta yet?

Re: From Quotes to Invoices

AJarred — Mon, 05 Aug 2024 11:56:47 GMT

Hello,

We have recently started using quotes from Hubspot and now we want to integrate Hubspot with our accounting system called Exact.

We want it set up so that when a quote is signed, that an invoice will be generated automatically in Exact, however, we are looking for any case studies around this as with Exact, I believe that once an invoice is created, we cannot then change the company name to a legal entity/billing name for example. So, we are looking for any ideas on how to best set up Hubspot quotes to ensure we always have the correct company/legal entity name and billing address details along with the correct VATadded to the quote. Our sales people dont usually requet billing details until we need to invoice, and since we are now going to generate invoices from the quotes, we need to ensure we have this information in Hubspot already and being pulled into the quote correctly. Is it possible to choose the correct company name and billing details from within the quote object once the sales people are already making the quote? Or do we need to set up a logic that the quote form should always input the legal entity (and we create a new field on the company object for this) and billing address details instead of the usual 'company name and address' fields?

I hope this makes sense to you and thanks in advance for anyone with any tips on Hubspot and Exact workflows.

Alicia

Re: From Quotes to Invoices

LPHuks — Mon, 04 Nov 2024 19:19:27 GMT

Does your integration work with QB Enterprise?

Re: From Quotes to Invoices

dsecareanu — Wed, 18 Dec 2024 12:37:37 GMT

This feature is now live, you can manually generate invoices from deals and quotes, but there's no way to automate this via workflows, for example.