Auto generate Invoices via API or Workflow

[CBetancourt4]

It would be fantastic to automatically generate invoices in HubSpot whether it be via API or in the workflow.

It would help take out the manual work from having to do this one at a time for companies that generate dozens of invoices at a time. We can already do it with quotes.

[iamtomgray]

Hi @CBetancourt4,

Nice to meet you!

We have an invoice automation app for HubSpot called Portant. It will give you more control over the data included in your invoices and let you automate generation either from a Portant workflow (Google Sheets/Docs/Slides sources) or by adding a Portant action into a HubSpot workflow so invoices are created automatically when a HubSpot property or event triggers it.

For example, Portant can:

• source and use data connected to your HubSpot objects (including custom properties/objects) to populate an invoice template;
• create PDF copies of invoices and attach/share them via Gmail or Outlook;
• perform simple calculations (sum, avg, min, max) for grouped line items;
• record output links back to your source so you can track generated invoices;
• be used as an action inside a HubSpot workflow so generation can be triggered automatically.

Docs to get started:

• Invoices guide: https://docs.portant.co/portant-docs/use-cases/invoices
• How to 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’d like any help setting this up, or want to walk through a workflow for bulk invoice generation, please feel free to email me tom@portant.co and we can set up a call.

Cheers,
Tom

Marketing @ Portant

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

[Nagarjoon]

I think this app will be helpful to you to leverage HubSpot's workflow engine to sync customers, products, and invoices automatically. You can create custom automation rules for different business processes and customer segments. 
https://app.hubspot.com/ecosystem/23395533/marketplace/apps/xero-sync-3387409

[Nagarjoon]

I think you missed this. It helped me generate an invoice automatically in Hubspot & xero. I suggest you try the Cloudify Hubspot Xero integration app. This app helps me generate automatic deal-to-invoice conversion in Xero and HubSpot workflow actions for Xero. 

https://app.hubspot.com/ecosystem/23395533/marketplace/apps/xero-sync-3387409

[Harza]

Yes. APIs are fine, but it would be great to have this as part of the workflow action "Create record", where you could simply create an invoice based on deal, company or contact. 

[lourancostahs · Accepted solution]

there is an update in hubspot updates page, look for "Invoices API", you will need request the beta. I am creating invoices via API since December 2024.

[lourancostahs]

The update number 13961313 can provide create invoices via API using HubSpot APIs, works like quote with line items, discounts, tax associated.

[lourancostahs]

hello, there is an update that you can request to create invoices via API.

https://app.hubspot.com/product-updates/YOUR_PORTAL_ID/all?query=invoice&update=13961313

I'm using since december, it's working perfectly.

[austin_moore]

Hi all. I have created a solution for this with my company by creating custom objects to represent the invoices and order lines. We're building these into marketing flows now. They are created via API, automatically updated via a GCP function that checks changes every five minutes. You can also use deals as invoices, especially if your company does not use the deal object in hubspot. If you do, I'd recommend trying out the custom objects. 

We're now building out targeted marking flows based upon the relationships between these objects, and the flexibility is wonderful. 

Next, I'm planning on moving attribution outside of hubspot as well, via an external database. Our company simply has too many data points now for hubspot to handle, and we would like full customization on the attribution process. 

If you have any questions, just email me at austin@mooreaustin.com (personal account) or austin@mcnutraceuticals.com (work account). 

[OHK2024]

For all german customers, I would like to announce that we want to and will offer our own app in the Marketplace by June 2025. It is specifically designed to connect HubSpot, Stripe and DATEV. For more information, see the landing page hsdsync.app!

[dsecareanu]

Yes, I was just exploring this option for a client of mine, and I was disappointed to see there's no way to automate invoice creation from deals or quotes at the moment. This is a much needed feature!

[Patrick216]

@dsecareanu  Same here. 

Very surprised that the capability exists in the CRM UI but isn't one of the first APIs rolled out with the new create invoice API... basically every invoice has a quote preceding it. 

Hubspot, please do jump on this. Very important. This is a lot of businesses that clearly need this. The API already exists for those in the CRM UI — can't we quickly get this live in the create invoice API?

[WChartain]

Chiming in to say that we'd greatly appreciate this feature as well.

[jhoke722]

I honestly can't believe this isn't already an option within Hubspot. Our team was hoping to migrate all invoicing into Hubspot this winter but this is a roadblock to doing so for us. Both workflow and API functionality are critical and are available in even the most basic tools outside of Hubspot. Here are a couple of use cases to further define our needs...

When a deal moves to a particular stage, trigger invoice creation and send using associated line items.

We have custom objects for "jobs", once a job is moved to "completed" stage, generate and send an invoice for the balance owed amount (currently saved in a job property). 

We collect some payments through tools outside of Hubspot (ex- squarespace scheduling), when payment is collected in a tool outside of Hubspot, use API to generate a paid invoice within Hubspot associated with contact record. 

[RKumar7012]

We actually need it ASAP.

[CMancuso]

Not sure if this idea is in regards to what I'm trying to accomplish but currently all my clients receive a 14 day reminder before their auto ACH payment occurs.  I want that 14 day reminder to include the invoice.  Currently the invoice doesn't get created until the payment transaction occurs.  We need that invoice to auto create 14 days in advance of the ACH so the client can receive the invoice for accounting purposes.  Then when the payment happens they receive the "paid invoice" at that time.  Currently I have to email them 2 weeks in advance with an Invoice out of Quickbooks but the invoice number doesn't match the one created in HubSpot.

[Gabriel_Jacob]

Great Idea, please this would help my company a lot. Please Push @hubspot!

[IKharlamova]

This is a really crucial feature, looking forward to implementation 

[lourancostahs]

is there a deadline to it be available?

[ADurham]

Automated invoicing would help my team so much (and many others based on this thread). We need the ability to build a workflow to create paid or open invoices based on a property. "When this property equals this" an invoice is created. Either Paid or Unpaid based on that property or others on the deal. 

I am currently looking into custom integrations with third party apps trying to accomplish this, and it's honestly exhausting. We want to be able to use Hubspot for this, and it's simply not possible right now. Our owners invested into Hubspot thinking it would be our solution to manual/repetitive tasks like this, and having to explain we need another app (with it's own monthly fee) is frustrating. 

I know HubSpot reviews these ideas, and I hope this is prioritized. It is the #1 request from my team for HubSpot improvements. 

[austin_moore]

This is a necessary feature. Please complete it.