Invoices - pulling through the deal ID and client name

Revenue Hub Commerce Tools
1

Hi

Sorry if this is an obvious thing, but I cannot find a clear answer and it seems like it should be very simple and I can’t be the only one to need this.

When I create an invoice (Which I do via line items) I simply want to pull through:

1. The Deal Record ID property

2. The associated contact’s full name (even if it’s just the first contact)

I need to be able to produce an invoice for a 3rd party company (which will be selected as the addressee), referring to the specific deal and the contact associated with that deal.

The invoice list within the commerce module lists the deal ID and the contact name within the Invoice ID line… so why can’t I toggle those property fields in the invoice itself?

What I have tried so far:

1. Creating an invoice property with a property sync to pull through the Deal Record ID - and I managed to get it into the invoice as a custom field, but it does not sync through in the invoice preview (it remains blank).

2. Creating an invoice property as a single line text, which we can fill manually but that is additional work remembering to copy the Deal ID to paste it in.

3. Creating a workflow to populate that single line text property, but I don’t seem to be have the option to use ‘update a CRM property’ in the workflow where the trigger is ‘upon creating a new invoice record’.

Hopefully there is a solution that can be easily implemented so I don’t have to manually input this info to each invoice every time.

2

Hi @KarisCapital,
Thank you for posting to the Community!
I’d like to tag in some of our Subject Experts to see if they have any tips on this -- Hi @GeorgeBThomas @CateDuarte and @Phil_Vallender Do any of you have any suggestions for @KarisCapital?
Thank you!
Cassie, Community Manager

3

@chighsmith Have there been any updates to this? I’m trying to accomplish something similar, but reading the response from @TTolley it doesn’t sound like this is possible given the constraints around Invoice records.

4

Hey @KHeisey,
Thanks for following up here! As of now, there hasn’t been any updates that I’m aware of. Meaning, we;d need to lean into the workarounds provided by @TTolley!
If you’d like, you can always post the need for this feature directly in our Ideas Forum. It would allow others to upvote your idea, expand on it, and present the need directly to our Product team. If you decide to post an idea, you can always link that idea here, and I’d be happy to begin the upvoting!
Shane, Senior Community Moderator

5

Hi @KarisCapital! You are not missing anything.

Invoices in HubSpot don’t support pulling tokens from associated objects, so you can’t automatically insert Deal ID or Contact Name into the invoice body the same way you can with Quotes.

The invoice list view shows that information, but the invoice template doesn’t expose those fields for use inside the document.

A couple important notes based on what you tried:

- Custom invoice properties don’t render inside invoice previews unless they’re filled manually

- Invoice records can’t be enrolled into workflows, so you can’t auto-populate invoice properties after creation

- Property sync from a deal won’t appear in the invoice document - only in the sidebar

Possible workarounds:

- Add a custom single-line text field to the invoice and paste the Deal ID manually

- Use a Quote instead, since quotes do support deal/contact tokens and can be converted to invoices afterwards

- Use a 3rd-party invoicing system (Stripe, Xero, QBO) if you need full dynamic fields

I agree it feels like something that should be simple - but at the moment invoice templates are more limited compared with quotes.

Hope this helps!