topic Questions about payment schedule in quotes and automatic invoice creation in Sales Hub Tools

Questions about payment schedule in quotes and automatic invoice creation

JanRa — Tue, 07 Jan 2025 14:49:56 GMT

Hi HubSpot folks,
I am currently very interested in the sales process and splitting invoices into deposit and a remaining debt.
I discovered the payment schedule option in the quote creation mask - as you can see in the screenshot.

I would love to know more about the payment process of the customer using this payment schedules from a quote using onetime-payment line items.
A tiny information under this payment schedule mentions, both invoices are created on first payment, but how does that look like?
Are both invoices sent to the customer immediately or do they remain in draft mode after creation?
Sending a deposit invoice after completing the first payment isn't that cummon, is it?

I found this video from @JackCoopersmith but it doesnt match exactly to my needs.
This article mentions the basic functionallity, but not as detailed as I wish for 🙂

Is there a practical way to test this behaviour without connecting an actual bank account?

I would appreciate if anybody could share his experiences with this feature or share some documentation i have overseen 😄

With kind regards

Re: Questions about payment schedule in quotes and automatic invoice creation

JackCoopersmith — Tue, 07 Jan 2025 17:07:48 GMT

Hey @JanRa hope you're having a nice 2025 so far! There's absolutely a way to test this out - you can use the fake payment information right here to simulate it! The invoices aren't automatically distributed, rather they remain in a draft or open state. They can be distributed, of course, or you can use our new payment method on file feature to charge them 🙂
https://knowledge.hubspot.com/payments/store-a-payment-method-for-future-charges#:~:text=In%20your%20HubSpot%20account%2C%20click,charges%20checkbox%2C%20then%20click%20Save.

Re: Questions about payment schedule in quotes and automatic invoice creation

CHansley — Fri, 18 Apr 2025 17:45:20 GMT

For those looking to automate quote creation when a deal progresses to a new stage, I've found a potentially helpful HubSpot app. It's called AutoQuote and appears to offer this functionality. You can explore it further here: https://ecosystem.hubspot.com/marketplace/apps/autoquote

Re: Questions about payment schedule in quotes and automatic invoice creation

kennedyp — Fri, 18 Apr 2025 17:56:48 GMT

Thank you for contributing to our community! We appreciate your post and have kept it live, but adding a bit more detail would make it even more helpful to others.

It would be great to see step-by-step instructions on implementing this solution.

In addition, please review our Content Best Practices for 3rd Party App promotion.

Re: Questions about payment schedule in quotes and automatic invoice creation

_MMDL — Mon, 05 May 2025 13:54:18 GMT

Hi Jack,

I'm trying to configure recurring payments for subscriptions, I noticed that for the first subscription you need to select Manual when it's the first purchase.

We usually don't sell 2+ subscriptions just one, is there a way to automatically charge the missing payments after the first one is done and the customer has agreed to stored the payment method? Found the following in KB

I tried using Subscription Workflows but not able to update the recurring payment. is it possible? or is there any way to request a payment method to be stored without charging anything to the customer before creating the subscription?
We are using the Stripe integration outside the US, if relevant.

thanks in advance

Re: Questions about payment schedule in quotes and automatic invoice creation

JackCoopersmith — Mon, 05 May 2025 16:15:21 GMT

@_MMDL it sounds like you're looking simply for automatic subscription payments, am I wrong?

Re: Questions about payment schedule in quotes and automatic invoice creation

_MMDL — Tue, 06 May 2025 06:50:36 GMT

It's not completely correct.
If simply using what is described on the knowledge base, "if a buyer agrees to store their payment method when paying for the subscription, the future subscription charges won't be charged automatically against that stored payment method." What I need is a way to charge automatically against that stored payment method for the future subscription charges. I mean if during the first payment (or any payment), a payment is stored, there should be a way to indicate that the future (remaining) subscription charges would be automatically, or a way to request a payment method to be stored (without charging any amount) to be possible to use it for the subscription as recurring since the beginning

Re: Questions about payment schedule in quotes and automatic invoice creation

JackCoopersmith — Tue, 06 May 2025 13:52:36 GMT

I apologize if I'm being thick here, but I think we may be conflating two things.... subscriptions with automatic payments charge the same payment method automatically for the amount and at the time increment you designate. Payment method on file allows for you to store that payment method and hit it whenever. So for example, you can have a subscription run exactly as it would for your netflix account, but if someone wants to (sorry if I'm stretching this metaphor) buy another movie, you could go in and simply hit the payment method for that extra amount

Re: Questions about payment schedule in quotes and automatic invoice creation

_MMDL — Tue, 06 May 2025 14:03:23 GMT

Thanks Jack,

I may not be explaining myself.

Here you have an example
This is the first time a subscription is being created for a customer

Is not possible to select the automatically charge option because there is no payment method stored.

When the customer pays for the first time, check the box to store the payment method.
The following payments until the subscription is finished follow the configuration "manual collect payments..."

My question here is how to be able to charge automatically after the first payment is done and the payment method is stored.

Extracted from https://knowledge.hubspot.com/subscriptions/manage-subscriptions-for-recurring-payments?

Re: Questions about payment schedule in quotes and automatic invoice creation

JackCoopersmith — Tue, 06 May 2025 22:10:27 GMT

So you want the INVOICE PAYMENT ITSELF to start the subscription in this case?

Re: Questions about payment schedule in quotes and automatic invoice creation

_MMDL — Wed, 07 May 2025 07:24:27 GMT

hi Jack,

I want to convert the deal to a subscription that generates recurring invoices based on the line item information.
I want the customer to pay the first time, store the payment method, and then get charged automatically