To truly get a handle on your sales and billing processes in HubSpot, you’ve gotta understand the fundamental difference between quotes and invoices. Think of it this way: a quote is like your initial promise, a detailed proposal outlining what you’re offering and for how much, usually before any money changes hands. It’s your way of saying, “Here’s the plan and the price, if you agree.” An invoice, on the other hand, is the official bill, a formal request for payment once that agreement is in place or services have been rendered. It’s the “time to pay up!” document. Both are super important for keeping your business humming along, but they play distinct roles at different stages of your customer’s journey. Getting this right in HubSpot isn’t just about good bookkeeping. it’s about streamlining your entire sales-to-cash process, making things smoother for both you and your clients. This guide will walk you through everything you need to know about using these powerful HubSpot tools effectively.

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Understanding HubSpot Quotes: Your Sales Proposal Powerhouse

You know that crucial moment when a prospect is super interested, but they need to see the nitty-gritty details before saying “yes”? That’s where HubSpot quotes come into play. A quote is essentially a formal sales proposal that lays out the products or services you’re offering, their prices, and the terms of the sale. It’s your chance to clearly communicate value and seal the deal.

What Exactly is a HubSpot Quote?

A HubSpot quote is a digital document created within your HubSpot CRM that details a proposed sale to a potential customer. It’s not just a price list. it often includes product descriptions, quantities, discounts, taxes, payment terms, and even spaces for e-signatures. It’s designed to be clean, professional, and easy for your client to review and accept. These quotes usually get linked directly to a ‘deal’ in your CRM, making it super easy to track the sales progress.

Key Features and Benefits of HubSpot Quotes

HubSpot’s quoting tool is pretty powerful, and honestly, it makes life a lot easier for sales teams. Here are some of the standout features:

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Customization & Branding: You can pick from professional templates or create your own custom designs, adding your company logo, colors, and fonts. This helps keep your brand consistent and makes your proposals look polished. First impressions matter, right?
E-Signature Integration: This is a must. Customers can sign quotes electronically, speeding up the approval process and helping you close deals much faster. No more printing, signing, scanning, and emailing! HubSpot Sales Hub Starter, Professional, or Enterprise accounts get this functionality.
Payment Collection: You can actually collect initial payments directly through a HubSpot quote if you’ve set up HubSpot Payments or integrated with Stripe. This streamlines the buying process, which customers love.
Product Library Integration: If you’ve got a product library set up in HubSpot and you totally should!, you can easily pull in product and service details, pricing, and descriptions directly into your quote. This saves a ton of time and reduces manual errors.
Approval Workflows: For larger organizations, or if you just want to make sure everything’s reviewed before it goes out, Sales Hub Enterprise accounts can set up automated quote approval processes. This means managers can review and approve quotes before they’re sent to prospects.
Tracking & Analytics: Ever wonder if your client has even opened that quote you sent? HubSpot lets you track when a quote is opened, viewed, and signed. This gives you valuable insights into customer engagement, helping you refine your sales strategy. Knowing when someone’s looking at your proposal is a huge advantage!

When Should You Use a HubSpot Quote?

Quotes are perfect for the “I’m interested, tell me more, and give me the official numbers” stage. Here are some common scenarios:

New Sales Proposals: This is the most obvious one. When you’ve had a great sales call and the prospect is ready for the specifics of what they’re buying.
Service Agreements: If you’re offering ongoing services, a quote can detail the scope, duration, and recurring costs.
Subscription Sign-ups: For subscription-based businesses, quotes can clearly outline the subscription terms, billing cycles, and any setup fees.
Custom Projects: When you’re providing a tailored solution, a quote allows you to itemize custom services and specific deliverables.

How to Create a Killer Quote in HubSpot

Creating a quote is pretty straightforward once you get the hang of it. You can do it from a contact, company, or deal record, or directly from the Quotes index page. HubSpot QuickBooks Desktop Integration: Your Guide to Connecting Your CRM and Accounting

Navigate to the Quotes Section: In your HubSpot account, head over to Commerce > Quotes, then click Create quote. Alternatively, if you’re on a Deal record, you’ll see a Quotes section in the right sidebar. just click + Add there.
Associate with a Deal or Create One: You can link your quote to an existing deal in your pipeline or create a brand new one on the fly. This keeps all your sales information organized.
Fill in the Details: Give your quote a clear name, set an expiration date this can create a good sense of urgency!, and choose the language and locale.
Add Buyer Information: HubSpot will often pull contact and company details from the associated deal, but double-check that all buyer information, like their name and company address, is accurate.
Include Your Company Information: Make sure your business details are correct and professional.
Add Products/Services Line Items: This is where you detail what you’re selling. You can select items from your product library or create custom line items on the spot. Specify the name, description, quantity, and price. Don’t forget any applicable discounts or taxes!
Set Signature & Payment Options: Decide if you need e-signatures and which payment options you’ll accept if using HubSpot Payments or Stripe.
Review and Send: Take a moment to preview the quote to ensure everything looks perfect. Once you’re happy, you can send it directly via email or generate a shareable link.

Diving into HubSpot Invoices: Getting Paid, Plain and Simple

Once your client has happily accepted your quote, the next natural step is to get paid! That’s where HubSpot invoices come in. An invoice is a formal document that requests payment for products or services already provided or agreed upon. It’s the official bill that tells your customer exactly how much they owe and by when.

What’s the Deal with HubSpot Invoices?

HubSpot’s invoicing tool is designed to simplify the whole process of creating, sending, and tracking payments right within your CRM. It helps close the loop between your sales efforts and your financial operations. For businesses of all sizes, especially service-based and e-commerce companies, HubSpot invoicing can be a huge help in managing customer interactions and transactions efficiently.

Key Features and Benefits of HubSpot Invoices

HubSpot invoices come with a bunch of features that make managing your finances a lot less stressful:

Payment Processing: This is the big one! You can collect payments directly through HubSpot invoices if you’re using HubSpot Payments available in the US, UK, and Canada or integrate with Stripe. This means clients can pay online quickly and conveniently using credit/debit cards, Apple Pay, Google Pay, or ACH direct debit.
Automated Reminders: Chasing late payments is nobody’s favorite job. HubSpot lets you set up automatic payment reminders to nudge customers, which can significantly improve your cash flow and reduce overdue payments.
Financial Reporting: Keeping tabs on your money is critical. HubSpot provides reporting tools to track revenue, payment statuses paid, pending, overdue, and even payment history for each customer. This data helps you make smarter business decisions.
Integration with Accounting Software: HubSpot plays nicely with popular accounting platforms like QuickBooks and Xero. This allows you to sync invoices, avoid manual data entry, and keep your financial systems in harmony. It truly links your sales and finance teams.
Client Portal: Some HubSpot invoicing features include a client portal, giving your customers a secure and easy way to view and pay their invoices online, download PDFs, and check their payment history. This enhances the customer experience and makes paying you a breeze.
Recurring Billing & Subscriptions: For businesses with ongoing services or subscriptions, HubSpot allows you to create recurring invoices and automate subscription management. This is super helpful for consistent revenue streams.

When Do You Need a HubSpot Invoice?

Invoices are all about formalizing the payment request. You’ll typically use them: QR Code Tracking in HubSpot: Unlock Your Marketing Superpowers

Collecting Payments for Services/Products: Once your service is delivered or product shipped, an invoice is sent to request payment.
Recurring Billing: For subscriptions, memberships, or ongoing service contracts, automated recurring invoices ensure your clients are billed on schedule.
Post-Sale Billing: After a quote has been accepted and the terms are agreed upon, an invoice is generated to formally bill the client.
Managing Payment Plans: If a large purchase is broken into installments, invoices are used for each scheduled payment.

How to Generate and Send an Invoice in HubSpot

Creating an invoice in HubSpot is quite flexible. you can start from scratch, convert a deal, or even turn an accepted quote into an invoice.

Access Invoicing: Go to Commerce > Invoices in your HubSpot account, then click Create invoice.
Choose Your Starting Point:
- Manually: Start a new, blank invoice.
- From a Contact, Company, or Deal: If you’re on a record, find the Invoices section in the right sidebar, click Add, and then Create invoice. For deals, you can even Convert deal to invoice to pull in deal information and line items automatically.
- From a Published Quote: This is often the most efficient route. Once a quote is accepted, you can navigate to Commerce > Quotes, hover over the quote, click Preview, and then select Actions > Convert to invoice. This automatically transfers all the necessary details!
Configure Invoice Details:
- “Bill To” Section: Associate the invoice with at least one contact and optionally a company. Double-check the billing address.
- Invoice & Payment Terms: Set the invoice date, and choose your preferred payment terms e.g., Net 30. The due date will adjust automatically.
- Line Items: Add products or services. These will often be pre-populated if converting from a deal or quote. You can add custom items if needed.
- Summary & Discounts: Review the subtotal, apply any discounts, and ensure taxes are calculated correctly.
- Payment Options: Select the accepted forms of payment. If you’re using HubSpot Payments or Stripe, your clients can pay directly online.
Send the Invoice: Once everything looks good, you can send the invoice directly via email, generate a payment link to share, or download it as a PDF.

The Core Differences: Quotes vs. Invoices in HubSpot The Main Showdown

Alright, let’s break down the key distinctions between these two critical documents. While both deal with money and transactions, their roles in your business process are fundamentally different.

Purpose and Timing

Quotes: Think of a quote as a pre-sale document. Its main purpose is to propose a sale, outlining the scope of work, products, services, and pricing before the customer commits. It’s about convincing them to say “yes” and formalizing that initial agreement. You send a quote when a prospect is interested, but you haven’t closed the deal yet.
Invoices: An invoice is a post-sale document. Its purpose is to request payment for goods or services that have already been delivered or for a commitment that has been made like a subscription. It’s the official bill you send after the client has agreed to the terms of the quote or after the work is complete.

Legal Weight & Commitment

Quotes: A quote is generally an offer. While it represents a firm price for a defined period often with an expiration date, it’s not a legally binding agreement until the client accepts it often with a signature. It’s more about agreement potential.
Invoices: An invoice carries more legal weight. Once accepted often by payment, or by prior agreement to terms from a signed quote, it serves as a legally recognized request for payment for rendered services or products. It implies a completed transaction or an ongoing payment obligation.

Payment Expectation

Quotes: While HubSpot quotes can include payment options especially for deposits or initial setup fees, their primary role isn’t to demand full payment right away. It’s more about confirming the cost the client will eventually pay.
Invoices: The core purpose of an invoice is to collect payment. It specifies the amount due, the due date, and often the accepted payment methods.

Lifecycle Stage in Your Sales Process

Quotes: These sit squarely in the sales pipeline, often at the “proposal” or “contract sent” stage of a deal. They help move a prospect from being interested to becoming a committed customer.
Invoices: Invoices generally fall into the billing and finance stage of the customer lifecycle. They come after the deal is closed-won and are part of ensuring cash flow and proper financial record-keeping.

HubSpot’s Approach: Separate but Connected

HubSpot treats quotes and invoices as distinct objects within its CRM, but they are very much designed to work together. You’ll find them in the Commerce section, often associated with Deals. This integrated approach is powerful because it means your sales team and your finance team or your all-in-one small business owner hat can follow the entire journey of a customer’s purchase, from initial interest to final payment, all in one platform.

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Bridging the Gap: How Quotes and Invoices Work Together

The real magic happens when you connect quotes and invoices, making your sales-to-billing process as smooth as butter. HubSpot is built to facilitate this entire journey, ensuring nothing falls through the cracks.

From Quote to Invoice: A Smooth Transition

One of the most efficient features in HubSpot is the ability to easily convert a published quote into an invoice. This isn’t just a convenience. it’s a huge time-saver and error-reducer.

Imagine this: your sales rep spends time crafting a detailed hubspot quote, gets it signed electronically, and the deal is “Closed Won.” Instead of manually re-entering all those product lines, prices, and customer details into a new invoice, they simply convert the quote. All the information from the quote – items, quantities, agreed-upon prices – automatically populates the new invoice. This significantly reduces the risk of typos or discrepancies that can lead to billing disputes and a lot of headaches later on. It keeps everything consistent and flowing perfectly from the sales side to the financial side of your business.

Optimizing Your Sales-to-Billing Workflow

Beyond just converting documents, HubSpot helps you optimize the entire workflow. You can set up your CRM so that once a quote is signed and marked as accepted, it automatically triggers a new stage in your deal pipeline, like “Invoice Needed” or “Billing in Progress”.

While HubSpot doesn’t natively automate invoice creation directly from a signed quote you usually have to manually convert it, the seamless data transfer makes that manual step quick and painless. Plus, you can use HubSpot workflows to set up automated tasks or notifications for your finance team when a quote is accepted, prompting them to generate the invoice. This collaborative approach ensures everyone is on the same page and that there are no delays in getting paid. Why Integrating Your CRM and Accounting Software is a Must

Important Integrations for Seamless Operations

For many businesses, HubSpot isn’t the only tool in their tech stack. Integrating your hubspot quoting integrations with other financial software is key to a truly seamless operation.

Accounting Software: This is probably the most crucial integration. HubSpot can sync with popular accounting platforms like QuickBooks Online and Xero. This means invoices created in HubSpot can flow directly into your accounting system, or you can even pull invoices from these platforms into HubSpot. This integration ensures that your financial records are always accurate and up-to-date, removing the need for manual data entry and reconciliation. You get a comprehensive financial overview without duplicating effort.
Payment Processors: Beyond HubSpot’s native HubSpot Payments which accepts credit/debit cards, Apple Pay, Google Pay, and ACH direct debit in select regions, many businesses integrate with Stripe or PayPal. These hubspot payment methods allow you to collect payments directly on your quotes and invoices, offering flexibility and convenience for your customers. Remember, enabling hubspot payments can streamline your collection process significantly.
Other Quoting Software if needed: While HubSpot’s native hubspot quotes tool is robust, some companies with very complex proposal needs might use third-party hubspot quote software like Qwilr or DealHub for advanced design or content flexibility, which can also integrate with HubSpot. However, for most businesses, HubSpot’s built-in hubspot quote builder does the trick.

By intelligently linking these tools, you’re not just creating documents. you’re building a connected ecosystem that supports your entire business process, from winning the client to getting paid.

Maximizing Efficiency with HubSpot’s Tools

Using HubSpot for both quotes and invoices means you’re operating within a unified platform, which is a huge advantage. But just having the tools isn’t enough. you need to use them smartly.

Best Practices for Using Quotes

To make your hubspot quotes work harder for you, keep these tips in mind: The Ultimate Guide to QR Code Generation and HubSpot Integration

Be Swift: In sales, speed matters. Research shows that responding to leads quickly dramatically increases conversion rates. The faster you can get a professional quote in front of a prospect, the better. HubSpot’s ability to pull data directly from the CRM helps here.
Personalize, Personalize, Personalize: Don’t just send generic quotes. Use the hubspot quote templates to reflect your client’s specific needs, incorporating their company name and any unique terms discussed. This builds trust and shows you’ve listened.
Clear and Concise: Make sure your descriptions are easy to understand. Avoid jargon where possible, and clearly itemize everything. The client should be able to look at the quote and know exactly what they’re getting and for how much.
Set Realistic Expiration Dates: An expiration date creates a sense of urgency and encourages timely decisions. It also protects you from having to honor old pricing in a volatile market.
Leverage E-Signatures: Seriously, use this feature. It removes friction from the sales process and speeds up deal closures.
Track Everything: Pay attention to when quotes are viewed and signed. If a quote is viewed multiple times but not signed, that’s a signal to follow up. HubSpot’s tracking capabilities are invaluable here.

Best Practices for Using Invoices

For your hubspot invoices to be effective and ensure smooth cash flow:

Automate Reminders: Don’t be shy about setting up automated reminders for upcoming or overdue payments. It’s a professional way to prompt payment without constant manual follow-ups.
Integrate with Accounting Software: This is non-negotiable for serious businesses. Connecting HubSpot with QuickBooks or Xero will save countless hours of manual data entry and reduce errors, ensuring your hubspot payment methods are correctly recorded.
Clear Payment Terms: Clearly state payment terms, due dates, and accepted hubspot payment methods on every invoice. Transparency prevents confusion.
Professional Branding: Just like quotes, your invoices should look professional and align with your brand. Use custom templates to maintain consistency.
Utilize Reporting: Regularly review your invoice reporting in HubSpot. Understand payment trends, identify slow payers, and track overall revenue. This data is gold for financial planning.
Enable Online Payments: Making it easy for customers to pay through HubSpot Payments or integrated solutions like Stripe greatly improves the chances of getting paid on time.

Leveraging HubSpot’s CRM for Both

The real power of using HubSpot for both quotes and invoices is how seamlessly they integrate with your Customer Relationship Management CRM system. All your customer data – contact information, company details, deal history, communication logs – is right there, accessible when you’re building a quote or an invoice.

This means:

Unified Customer View: You have a 360-degree view of every customer, from their first interaction to every purchase and payment.
Reduced Data Entry: Information flows automatically, minimizing manual input and the errors that come with it.
Better Customer Experience: Consistent, professional documents and easy payment options contribute to a positive customer experience, which can lead to repeat business and referrals.
Improved Sales-Finance Alignment: Both sales and finance teams can access relevant information, improving communication and workflow efficiency.

HubSpot Sent vs. Delivered: What Does it Mean for Your Documents?

When you send a quote or an invoice via email from HubSpot, you might notice different statuses like “Sent” or “Delivered.” It’s a small detail, but knowing the difference can be really helpful for understanding if your documents are actually reaching your clients. Quoting Happily with HubSpot: Your Ultimate Guide to Closing Deals Faster

“Sent”: This means that HubSpot has successfully dispatched the email containing your quote or invoice from its server. It’s started its journey to the recipient’s inbox. However, “sent” doesn’t necessarily mean it arrived. There might be soft bounces, hard bounces, or other issues preventing it from reaching the destination, even if HubSpot successfully sent it out.
“Delivered”: This is the status you want to see! “Delivered” means the recipient’s email server has accepted the email. It’s basically a confirmation from the other end saying, “Yep, we got it.”. While it doesn’t guarantee the recipient has opened or read it, it confirms it made it to their server.

For sales emails which often carry quotes and payment links, HubSpot’s tracking works using an invisible one-pixel image. If that pixel isn’t loaded, HubSpot might only show “Sent” and won’t know if it was truly “Delivered” or “Opened.” For marketing emails, “Delivered” is a more common status. Either way, keeping an eye on these statuses helps you proactively follow up if a critical document seems to be stuck in transit. If it’s just “Sent” for too long, a quick call might be in order to ensure your client received the document.

Frequently Asked Questions

Can HubSpot create invoices?

Absolutely! HubSpot has a native invoicing feature that allows you to create, send, and track invoices directly within its CRM platform. You can generate invoices manually, convert them from deals, or seamlessly transform accepted quotes into invoices.

Is a HubSpot quote legally binding?

A HubSpot quote itself is generally an offer and not legally binding until it is formally accepted by the client. This acceptance often involves an e-signature within the quote, signifying agreement to the terms and pricing outlined. Once signed, it becomes a more legally substantial document. Becoming the HubSpot Partner of the Year: Your Ultimate Guide

Can I track payments for invoices in HubSpot?

Yes, you definitely can! HubSpot invoicing provides robust tracking features. You can monitor the status of your invoices sent, paid, overdue, view payment history for each customer, and even receive real-time updates and notifications for successful payments. This all helps improve cash flow and financial management.

Does HubSpot integrate with accounting software for invoicing?

Yes, HubSpot integrates with popular accounting software like QuickBooks Online and Xero. This integration allows you to sync your invoices between HubSpot and your accounting platform, eliminating manual data entry, reducing errors, and providing a unified view of your financial data.

What’s the difference between a quote and a deal in HubSpot?

A “deal” in HubSpot represents an ongoing sales opportunity in your pipeline, tracking the entire sales process from lead to closed-won or lost. A “quote” is a specific document associated with a deal that formally proposes pricing and terms for products or services to help move that deal forward. The quote is a tool used within the deal’s progression.

Can I customize HubSpot quote templates?

Yes, HubSpot offers strong customization options for quote templates. Users with Sales Hub Professional or Enterprise accounts can fully customize templates to match their brand’s logo, colors, fonts, and layout, ensuring a professional and consistent look for all proposals. You can also add custom fields and terms.

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