HubSpot Workflow Help: Streamlining Monthly Invoices for Large Clients

[LPitcher5]

Looking for advice on setting up an automated monthly invoicing workflow in HubSpot for large clients who cannot use standard auto-pay subscriptions due to our company's internal invoicing processes.

I'm working with a client who is in need of some kind of invoice automation.

I know there are subscriptions that auto draft from clients each month. However, some bigger clients aren't able to sign up for an auto pay situation because they have a whole invoicing process that just doesn't allow them to do that.

Has anyone found a good way to set up an automated invoice each month via a workflow or something to help with this?

[Moderator Note: this post was reviewed for relevancy and optimized for clarity on 10/21/25. Thank you for your contributions to the HubSpot Community!]

[SLalonde · Accepted solution]

@hendry1 reported in the Ideas Forum: Auto generate Invoices via API or Workflow that they were able to do this using a monthly subscription. Maybe their solution will work for you. Good luck.

Of course, it would still be better if the API was upgraded to allow the creation of invoices! 😉

[iamtomgray]

Hey @LPitcher5 

Nice to meet you!

We have an invoice automation app for HubSpot called Portant. It will give you more control over monthly invoices for larger clients who can’t use autopay - you can auto-generate a PDF invoice each month (using any HubSpot data or connected Google Sheet), attach it to an email, save the PDF link back to the record, and trigger it either on a schedule or from a HubSpot workflow.

Not sure if this could be a solution for you but we have docs to help you get started if you're interested to explore further: https://docs.portant.co/portant-docs/use-cases/invoices.

If you’d like a quick demo or help building the exact workflow for your client, feel free to email me tom@portant.co and we can set up a call.

Cheers,

Tom

Marketing @ Portant

Portant App for HubSpot:

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

[Thos · Accepted solution]

To automate invoicing for clients who can't use auto-pay subscriptions, use HubSpot workflows to schedule and send invoices monthly. Create standardized invoice templates in HubSpot and integrate with payment gateways that support manual payments. Set up notifications for invoice generation and due dates to improve payment timeliness, and use HubSpot's reporting to track invoice status and payments. This approach streamlines invoicing while accommodating clients with diverse payment processes.

[SLalonde · Accepted solution]

@hendry1 reported in the Ideas Forum: Auto generate Invoices via API or Workflow that they were able to do this using a monthly subscription. Maybe their solution will work for you. Good luck.

Of course, it would still be better if the API was upgraded to allow the creation of invoices! 😉

[BérangèreL]

Hi @LPitcher5, I hope that you are well!

Thank you for checking with the Community!

I checked for you and I’ve noticed a similar idea already present in our Ideas Forum: Auto generate Invoices via API or Workflow. To contribute, you can upvote the existing idea and share more details about your specific use case in the comments.

I also wanted to invite a couple of subject matter experts and some of our Community Members to this conversation: Hi @HFisher7, @jonchim, @Lucila-Andimol and @SLalonde  do you have workarounds or do you know of some integrations that could help @LPitcher5, please?

Thanks a lot and have a fantastic day!

Best,
Bérangère