Tips, Tricks & Best Practices

Colbytallen
Member

Down payment and balance due invoices with QuickBooks integration

SOLVE

My sales/service model is collecting a downpayment to start service then billing the balance once the service is complete. Is there an efficient or accurate way to set up automating these invoices with the current QBO/HubSpot integration?

 

Example: When deal is moved to Down Payment Invoice stage issue an invoice to the deal contact for 1/2 of deal amount. When deal is moved to Awaiting Final Payment stage issue an invoice to the deal contact for 1/2 of deal amount.

1 Accepted solution
trevordjones
Solution
Key Advisor | Diamond Partner
Key Advisor | Diamond Partner

Down payment and balance due invoices with QuickBooks integration

SOLVE

Hi @Colbytallen ,

 

I was going to suggest the same thing the other person in the other forum suggested, and since that won't work for you, our options are fairly limited. My only thought is that it's concevable that you could have a separate deal pipeline for your progress invoices (you would create two in this pipeline and the invoices would be generated from those), and filter out any deals in that pipeline from your sales reports.

 

Even this will be challenging to automate, because there is currently no way to automate the population of Deal Line Items in HubSpot without custom code.

 

Which brings me to my final thought:  It could be possible to create the invoices you are suggesting using a custom coded workflow action.  This would require an OperationsHub Profesisonal subscription and a developer to write the necessary code.

- Trevor
If my post solves your problem, please accept it as a solution.

View solution in original post

4 Replies 4
PamCotton
Community Manager
Community Manager

Down payment and balance due invoices with QuickBooks integration

SOLVE

Hey @Colbytallen, thank you for posting in our Community!

 

I would recommend starting with a workflow triggered by deals' movement between stages. 

 

For example "When a deal is moved to the "Down Payment Invoice" stage, trigger a workflow to create an invoice for half of the deal amount and send it to the deal contact."

 

I want to invite our top experts @trevordjones, @Jnix284, and @danmoyle, do you have any recommendations for @Colbytallen?

 

Thank you,

 

Pam

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trevordjones
Key Advisor | Diamond Partner
Key Advisor | Diamond Partner

Down payment and balance due invoices with QuickBooks integration

SOLVE

Hi @Colbytallen and thanks for the Tag @PamCotton !

 

I'm not using the app, but it does appear that you can create invoices in QBO with workflows.  Here is the Knowledge Base Article that describes how to do that.

 

So, it looks like your workflow would be:

 

Enrollment Trigger: Deal Stage = Down Payment Invoice

Action: Create a QuickBooks invoice.

 

I hope this helps!

- Trevor
If my post solves your problem, please accept it as a solution.

Colbytallen
Member

Down payment and balance due invoices with QuickBooks integration

SOLVE

Thank you @trevordjones  and @PamCotton for replying but neither of these responses is a solution to my question. The workflow only allows an invoice to be created from all associated line items on a deal with no formula or customization. So in effect it only allows 100% of amount of line items to be billed through the automation.

 

There isn't a way to stage multiple line items either to indicate only bill one line item at this stage and the second line item at another stage.

 

Someone in another forum recommended staging multiple deals each only having the amount needed to be billed at that stage as line items, but this configuration screws with reporting.

 

The way products are also configured there isn't a way to stage multiple revenue recognition periods other than time periods like monthly, quarterly, semi-annual, etc.

trevordjones
Solution
Key Advisor | Diamond Partner
Key Advisor | Diamond Partner

Down payment and balance due invoices with QuickBooks integration

SOLVE

Hi @Colbytallen ,

 

I was going to suggest the same thing the other person in the other forum suggested, and since that won't work for you, our options are fairly limited. My only thought is that it's concevable that you could have a separate deal pipeline for your progress invoices (you would create two in this pipeline and the invoices would be generated from those), and filter out any deals in that pipeline from your sales reports.

 

Even this will be challenging to automate, because there is currently no way to automate the population of Deal Line Items in HubSpot without custom code.

 

Which brings me to my final thought:  It could be possible to create the invoices you are suggesting using a custom coded workflow action.  This would require an OperationsHub Profesisonal subscription and a developer to write the necessary code.

- Trevor
If my post solves your problem, please accept it as a solution.