What is it?

The "Convert to Invoice" workflow action automatically creates a draft, one-time invoice from a quote or deal. When the source record includes recurring line items, the action creates a one-time invoice version of those line items (instead of creating a recurring invoice).

Why does it matter?

By using the workflow action to create a draft invoice from a deal or quote, you can automate a repeatable invoicing step inside HubSpot. As a result, invoices get created faster, in a consistent format, and with less hands-on effort from your sales and finance teams.

How does it work?

Here are sample workflows for both quotes and deals.

Set up a quote-based workflow (creates a draft invoice when a quote is published)

• - Go to Workflows
• - Click Create workflow (top right), then select From scratch
• - Select Met filter criteria
• - Under Choose a type of record that can enroll, select Quote
• - Set enrollment criteria:
  •    - Choose Quote properties > Quote status
  •    - Select Published
• - Click Next, then in Settings:
  • •    - Toggle Re-enroll on
  •    - Click Save and continue
• - Add the action:
  •    - Click +
  •    - Select CRM > Convert to Invoice
  •    - Confirm the Source object is Enrolled quotes
• - Turn on the workflow:
  •    - Click Review and turn on
  •    - Select No when asked whether to enroll records that currently meet the criteria
  •    - Click Next through the remaining steps, then turn the workflow on
• - Result: When a quote meets the enrollment criteria, the workflow creates a one-time invoice in draft status

Set up a deal-based workflow (creates a draft invoice when a deal meets criteria)

• - Go to Workflows
• - Click Create workflow (top right), then select From scratch
• - Select Met filter criteria
• - Under Choose a type of record that can enroll, select Deal
• - Set enrollment criteria (example shown in the doc):
  •    - Choose Deal properties > Pipeline
  •    - Select Sales Pipeline
• - Add the action:
  •    - Select CRM > Convert to Invoice
  •    - Confirm the Source object is Enrolled deals
• - Review and turn on the workflow
• - Result: When a deal meets the enrollment criteria, the workflow creates an invoice in draft status.

Note on recurring line items:

• - Recurring line items result in a one-time invoice representation (since invoices are one-time)

Who gets it?

Commerce Hub Professional, Commerce Hub Enterprise, Marketing Hub Professional, Marketing Hub Enterprise, Data Hub Professional, Data Hub Enterprise, Sales Hub Professional, Sales Hub Enterprise, Service Hub Professional, Service Hub Enterprise, Smart CRM Professional, Smart CRM Enterprise