Dummy invoice - was it sent to real client?

[WhitePhantom]

Hi, hope someone can help! I was playing around with the Commerce tool thinking it might be something I'd find useful for the future. I created a dummy subscription as a recurring payment, then created a dummy invoice associated with that subscription, but entered actual client details in it. Now I can't delete the invoice because it's associated with the subscription, and it won't let me remove the association. My main thing is - was that dummy invoice sent to my client?! I chatted with Sales earlier and they couldn't tell me 😞

[Jigar_Thakker · Accepted solution]

Hi @WhitePhantom ,

Thank you for sharing your concern. I completely understand how this situation might feel stressful, but it’s likely something that can be resolved smoothly. Have you had a chance to check any of the following?

1. Confirm if the Invoice Was Sent:

• Have you reviewed the status of the invoice? If it shows "Sent," it was emailed to the client. If it says "Draft" or "Pending," it hasn’t been sent. ( Refer Link )
• Have you looked at the client’s activity log to see if there’s any record of the invoice being sent?

2. Unlink or Void the Invoice:

• Have you explored whether it’s possible to unlink the invoice from the subscription?
• If unlinking isn’t an option, voiding the invoice would cancel it and ensure it’s no longer valid. ( Refer Link )

If you’ve already tried these steps or would like more guidance, feel free to share—I’d be happy to assist further! 😊

[karstenkoehler · Accepted solution]

Hi @WhitePhantom,

Like quotes, invoices in HubSpot are created so that they can then be accessed via a direct link or shared through an email:

"After creating an invoice, you can share it through a direct link or email, or insert invoices while composing messages on CRM records and in the conversations inbox."

Did you follow these steps and send the invoice? https://knowledge.hubspot.com/invoices/create-and-manage-invoices#send-invoices

As next steps, you could do two things:

1. Go to the contact record in HubSpot and filter the activity timeline by "Invoice activity" to see if there is any entry of an invoice send: https://knowledge.hubspot.com/records/filter-activities-on-a-record-timeline
2. Void / delete the invoice, see here: https://knowledge.hubspot.com/invoices/create-and-manage-invoices#manage-finalized-invoices

Best regards!

[Jigar_Thakker · Accepted solution]

Hi @WhitePhantom ,

Thank you for sharing your concern. I completely understand how this situation might feel stressful, but it’s likely something that can be resolved smoothly. Have you had a chance to check any of the following?

1. Confirm if the Invoice Was Sent:

• Have you reviewed the status of the invoice? If it shows "Sent," it was emailed to the client. If it says "Draft" or "Pending," it hasn’t been sent. ( Refer Link )
• Have you looked at the client’s activity log to see if there’s any record of the invoice being sent?

2. Unlink or Void the Invoice:

• Have you explored whether it’s possible to unlink the invoice from the subscription?
• If unlinking isn’t an option, voiding the invoice would cancel it and ensure it’s no longer valid. ( Refer Link )

If you’ve already tried these steps or would like more guidance, feel free to share—I’d be happy to assist further! 😊