Using HubSpot Invoices for Invoice Management: Pros & Cons

A couple of years ago, HubSpot launched their native invoicing feature, which helped change the game for many businesses that had been using an outside solution or keeping track of invoices themselves.

HubSpot’s native invoicing tool helps you create and manage invoices within the HubSpot environment. 

This billing feature is included with all HubSpot plans and products, so you can even take advantage if you’re using the free version:

Invoicing in HubSpot is free. All you have to do is add this feature.

Check out our list of pros and cons to using HubSpot’s native invoicing, aptly named HubSpot Invoices, to manage your client billing. 

What does HubSpot’s native invoicing feature do?

HubSpot’s native invoicing feature gives you an invoice management tool that you can operate entirely in HubSpot. 

This extends for the entire lifecycle of the invoice, from quotes in the Sales Hub to secure payment from customers using HubSpot Payments. 

HubSpot Invoices = Invoice Management & Payment

Here’s what you can do with HubSpot Invoices:

• Create, send, and track your HubSpot invoices without leaving the CRM.
• Keep your quoting and payments in HubSpot.

• Generate invoices directly from your deals and quotes.
• Sales teams can send invoices directly from HubSpot. 

• Send up automated messages to overdue clients.
• Send embedded payment links for direct, secure payment with HubSpot Payments.

How to use HubSpot Invoices 

First things first, you’ll need to go in and set up HubSpot Invoices in your CRM. While it’s technically free with all HubSpot plans, you have to be using the QuickBooks integration to get access to invoice templates. Otherwise, you’ll need a Starter, Professional, or Enterprise subscription and set up HubSpot payments to use the invoicing features.

When you go to set up, you’ll first put in place your invoice settings. This will include parameters like permissions and customizing the layout of your invoices. 

Check out HubSpot’s default invoice properties here before you configure, so you can get familiar with the terms and figure out where you want to change things.

From there, you’ll add your tax ID, and boom! You’re ready to start creating, sending, and managing your invoices in the HubSpot CRM. 

Remember that you’ll have to set up HubSpot Payments if you want your customers to be able to pay you securely with embedded links in the HubSpot environment. 

Pros & Cons

HubSpot Invoices will fit the bill for many businesses that are already using CRM for sales and can benefit from this free increase in functionality. That said, HubSpot’s native invoicing feature does have its limitations for certain types of organizations. Here’s what you can expect.

Pros:

• It’s free

If you already have the license with HubSpot, HubSpot Invoices is included free with your subscription. This is a great value-add to HubSpot in general, but it can also save businesses a lot of money. Third-party invoice management tools cost anywhere from $5 to $300 per month, so those who don’t need it, them’ll be able to replace these tools with HubSpot and save major cash.

• Improve the customer experience

HubSpot is known for its user-first mentality that helps businesses make life easier for their customers, and thus, more willing to purchase. HubSpot Invoices enables seamless billing for your clients, who will always know what to expect. This can go a long way in improving the customer experience and ultimately, the customer retention rate.

• Get paid faster

Using HubSpot Invoices together with HubSpot Payments makes it insanely easy for clients to pay you. They simply click on the embedded link and can provide a secure payment within minutes. 

• Quick insights

With HubSpot Invoices, people on your team don’t have to go looking for information to find out what the deal is with each client. Easily see with just a glance which invoices have been paid and which are pending. This can help in back-and-forth communication with clients.

• Save time (and money)

To expand, one of the biggest benefits of HubSpot Invoices is that you’ll save time and money not having to search for important invoice information. You’re already in the CRM anyway, so anything you need to know about invoice status is just a couple of clicks away. You can then get back to work without missing a beat.

Cons:

• Can’t easily pull billable hours

Tracking billable hours accurately is the lifeblood of many service businesses. Unfortunately, you can’t pull billable hours within HubSpot and allocate them to the correct invoice using the native invoicing feature. That means that consultancy agencies, for example, that bill by the hour will be forced to use an integrated project management app to avoid manual entry and/or wasting time with manual data migration. 

• Limited currencies

Service businesses are becoming increasingly global, both within their teams and with their clientele. However, HubSpot’s native invoicing capabilities only support the following currencies at this stage of the game: USD, CAD, EUR, and GBP. 

• Have to use HubSpot Payments or Stripe

If you want to get paid within the HubSpot environment, you’ll need to set up HubSpot Payments or Stripe. Other payment processing is not available. Remember that HubSpot Payments is only available to organizations in the US. To accept payments internationally, you will need to use the Stripe platform. 

Frequently asked questions about HubSpot invoicing 

Does HubSpot have invoicing?

Yes — HubSpot has a native invoicing feature available in Sales Hub Professional and Enterprise plans. It allows you to create, send, and track invoices linked to HubSpot deals and contacts. However, HubSpot's invoicing does not connect to project delivery, time tracking, or resource planning — which is why professional services firms that bill based on hours worked need a PSA tool like PSOhub alongside HubSpot.

How do I get HubSpot Invoices?

To get HubSpot Invoices, all you have to do is set up the feature in your CRM. You will need the QuickBooks integration if you don’t want to start creating invoices manually.

Do HubSpot Invoices include secure payment?

HubSpot Invoices include secure payment via HubSpot Payments and/or the Stripe platform. Those using other solutions will need to adopt a third-party invoicing tool.

What are the limitations of HubSpot invoicing for professional services firms?

HubSpot's invoicing covers basic invoice creation and payment collection. It does not support: invoicing based on logged hours and expenses; milestone billing connected to project completion; retainer management with usage tracking and overage rules; multi-entity or multi-currency invoicing at scale; or automatic syncing to accounting systems like SAP, Exact Online, or QuickBooks.

Can HubSpot track billable hours?

HubSpot does not have native time tracking. It can log activities (calls, meetings, emails) against contacts and deals, but it cannot track billable hours against project tasks or generate invoices from time logs. For billable hour tracking, professional services firms need a dedicated time tracking tool — ideally one that integrates directly with HubSpot.

How do I connect HubSpot invoicing to project delivery?

The most effective way to connect HubSpot invoicing to project delivery is to use a PSA tool like PSOhub that integrates natively with HubSpot. When a deal closes, PSOhub creates the project. The team tracks time against tasks. When the billing period ends or a milestone is reached, PSOhub generates the invoice from the logged hours — and syncs the invoice data back to the HubSpot deal record. 

What is the best invoicing integration for HubSpot?

The best invoicing integration for HubSpot depends on your workflow. For professional services teams that bill by the hour and manage multiple concurrent projects, PSOhub is the strongest option — it connects deal data, project delivery, time tracking, and invoicing in one native integration. For simpler invoicing needs, HubSpot's native invoicing or a QuickBooks/Xero integration may be sufficient.

How does PSOhub complement HubSpot invoicing?

PSOhub picks up where HubSpot invoicing ends. HubSpot manages the commercial relationship and deal data. PSOhub converts that deal into a project, tracks the work, logs the hours, and generates invoices based on what was actually delivered — not just what was sold. The two systems share data in both directions, giving sales and delivery a unified view of every client engagement.

Bottom line– Who is HubSpot Invoices best for?

HubSpot Invoices offers basic invoice management functionality that will be more than enough for some users. Others may require a bit more from an outside invoicing solution that they can then connect to the HubSpot CRM.

At the end of the day, HubSpot Invoices is best for small HubSpot agencies based in the US. 

Medium-to-large-sized HubSpot businesses and those who need to be able to accept payment in multiple currencies aren’t the best candidates.

Furthermore, consultancy firms who charge by the billable hour are better suited with an integrated invoicing tool like PSOhub, where you can automatically allocate tracked time to the right project.