Streamline Your Invoicing with the HubSpot Invoice Generator for Purchasing

Hubspot invoice generator for Purchasing

[Music] hey guys in this video I wanted to take a deeper look into a new HubSpot integration this time in the form of invoice stack invoice stack is essentially a integration that is native to HubSpot that allows you to plug in QuickBooks or your xero into your HubSpot CR meaning that you can have live invoices raised from deal closures within HubSpot as a tool that's what it is now let's show you how it works so as mentioned guys invoice stack is available online it is provided by the great guys over at weavon blend it is very much a third-party integration meaning that there would be a license cost to utilizing this which can be found on their pricing page but again it is native to HubSpot mini is a one-click connection in terms of what you can do with that as mentioned it does work with both QuickBooks and xero so if you're using any of these kind of accountancy tools that you can plug in to invoice stack which then plugs into HubSpot and again you can get a demo or start a free trial but essentially what we will need to do is you will be given an account like this and it does have a very intuitive kind of onboarding in terms of like getting you off the ground and getting this set up correctly the way this kind of works is that you can connect your accounting software so you can see here I've connected my xero instance and under the HubSpot tab connect to my um hotspot portal right so you can see it's connected to My Demo environment and you can also subsequently set automation right so I could say when an invoice is created in xero move the deal into invoice created as a stage in HubSpot we can then say when the first invoice is paid move that to invoice sent and then when all the invoices have been paid you could have that go into invoice pay consequently or alternatively you could have for example invoice partially paid an invoice fully paid as stages and you could automate it based on that as mentioned if the deal has just one invoice or 100 Upfront for example that can just go from created to invoice paid so you can play around with the way that your organization is ultimately built to run lastly you can say if you invoices of due move that deal into an invoice overdue stage you can do more stuff in the advanced settings so if you pray that you can also say for example if you're on a pro subscription you can say move that deal to that and set this property as a certain value which is really pivotal if you've got Finance information you want to pass back to HubSpot right so you could say for example the date that it was maybe paid you want to push that back into HubSpot you can do that right so you can have your custom field mappings so that when it moves in that deal into the stage also update the steel property to tell you when the installment was paid can get very creative with the integration and kind of the makeup of it in terms of the preferences there are different ways you can use invoice stack so you can have it so that invoices take a HubSpot first approach I.E the invoice is raised in HubSpot and then it's added to zero automatically in draft or approved or alternatively you can actually approve and send the invoices without logging into xero so if your sales team and finance team are Amalgamated into one I.E acquire you're a smaller organization you may want to use this sales team room if you have a finance and a sales team and you want the sales team to hand it over and then finally prove the invoice in xero you can take the finance team approach to the tool so whatever way your team is made up or the organization works we can do that in terms of like creating the line items you can also prove due diligence meaning you've got a clear rev-op strategy meaning that the products that you put on your invoice in xero for example correspond to those that are in HubSpot line items meaning that you no longer have discrepancies oh we sold uh HubSpot onboarding but then we call that CRM onboarding in your Finance system it creates a central source of Truth essentially alternatively if you don't have that and you don't go down the line items root in kind of zero you can just type them in and have give the control to HubSpot essentially again you can put references and also add in payment schedules once that is all done you've basically set up the integration which now means we can go over to the safety of HubSpot right if I jump over to my hotspot tab you can see I've got a pipeline on this pipeline I've got different stages and different deals within those stages what you will notice is when I've got my deal I've got deal 16. I can click into deal 16 and as usual you can see the general information you can see the information I hold on the deal and more specifically what you will see is on the right hand side I've now got an invoice stack because it's connected into my poll right so I can do lots of fun things with that so I could say when the deal goes into this stage I want to create an invoice and lo and behold my xero is at my fingertips in HubSpot right so I can now draft my invoice I can search for the contact so I could actually put Samuel banks in there if there is no contact in xero I can add the contact right so I can say oh yep felius the contact name is Samuel Banks so that's the first name the last name is Banks the email if you've got a contact linked so you can see here in my example opportunity Ashley Regan is on the deal if I then create the invoice and it doesn't know that so I don't have the contact I can press add new and already the contact information across from the actual contact is already placeholdered in there I just press save and what you will see is now I'm starting to build my invoice all within HubSpot right so I'm going to say it's a sales whether you play that or not depending on where you are I want to invoice this from the um today status is it's in draft because I wanted to go over the line item so I can type that in I can add a new line item so if I wanted to I can delete that and override the line item I can say example product like so you can also do repeating and standard invoices so you can put the price in there so I'm going to say this is 150 pounds if there's a discount on there I'm going to put 25 pounds discount the reference that could be the PO number so zero zero zero zero zero one like so and any internal notes right the best bit about this is I can add as many invoices I want to do so again what you can do here is split up the overall invoice value into how many invoices that is right so if it's 125 pounds essentially the way this would work is 62 pounds 50 would be allocated two invoices to make up that right so the two invoices that Amounts is split between if I press create you can see it will create the different invoices what that will then do is attach that to the consequent deal right so you can have more than one invoice that makes up the deal amount once you're happy if you press save draft what that will then do if you press sync to zero it will tell you your invoice is a bit synced right amazing find our goal and press continue and head over to my xero instance if I go over to business and I go to invoices you'll see my invoice has been created automatically from HubSpot into xero all within the UI right the status has been inherited the amount has been inherited I can now as a finance team click into the invoice and I can approve and email it so sales team have done all my job it's integrated it's come across I can now send that out that's how powerful this tool is the amount of time this saves in terms of like filling in Deal properties I can then approve it I can send it the great thing about this look at the right hand side invoice stack I can see one invoice the status is synced I can now see as a sales rep I can go into my deal and see where the status is so the start date the invoice total I I can view and amend this more importantly what I can also do is if it's recalled Etc that will all work as intended last but not least once that invoice has been sent it will go on to be paid right so this invoice will actually go out this is what it will look like in this example based on the automation we've set up so if we go back to our pipeline what that will then do is you can see there he's got the actual deal you can then have stages like this so based on the automation what we can actually do now is when that's actually sent it will put it into invoice created as a net New Deal so the invoice is now put into a pipeline for you as soon as that pays it will then automatically move it into invoice paid which means you can then leverage this through automation so similar to your deal pipelines your deal ways of automating it you can now create automated actions such as invoice paid you could send like a thank you you could take this and run with it right you could put reach desk in here so you could say for example when it's paid send them a coffee voucher I mean defeats the object if you earn money so you give the money away like I get it and what this really allows you to do is bring finance and sales closer together for centralized 360 on the customer that's invoice though uh I really want to take a deep dive on this tool I think it's great I think it's going to help loads of organizations scale and grow cuts down admin time your teams will work closer together and it allows you to have a revenue first mindset as always if you enjoyed this video definitely drop a follow let me know what you think let me know if you're using invoice stack and otherwise I will speak to you next time take care