HubSpot's free invoice template generator is a blank invoice you download as a PDF or Excel file and fill in yourself. Inside a HubSpot account, the invoices tool is on every plan: Convert deal to invoice builds an invoice from the deal's information and line items. HubSpot also creates invoices on its own for subscriptions on their billing date and when a customer pays through a payment link or a quote, and the Convert to invoice workflow action creates a draft invoice from a deal or quote with recurring line items.
In PaycovePaycove generates the invoice or the payment plan from the HubSpot deal and pays each location into its own Stripe account and books. See it in 15 minutes →
Checked against HubSpot's knowledge base on 9 November 2026. HubSpot changes these tools often, so the changelog at the end records each update.
What is HubSpot's invoice generator?
The page HubSpot calls its invoice template generator is a free, blank invoice template. You enter your contact information, download it as a PDF or Excel file and fill it in yourself. (HubSpot: free invoice template generator) Nothing on the page says it reads from your HubSpot deals.
If you already run sales in HubSpot, the generator you want is the invoices tool inside your portal. It is available on all HubSpot products and plans, with some features needing more subscriptions. (HubSpot: create and manage invoices, last updated 24 September 2026)
How do you generate an invoice from a HubSpot deal?
Open the deal record and, in the Invoices section, choose Convert deal to invoice. HubSpot builds the invoice from the deal's information, including its associated line items. Create blank invoice starts one from scratch instead.
Two things to know first:
- Permissions. Creating an invoice needs Super Admin or Create invoice permissions.
- Recurring line items. If the deal has recurring line items, the option shows as Convert deal to subscription instead, and HubSpot creates a subscription rather than a one-time invoice.
Invoices can also be started from the invoices index, from contact, company and ticket records, and from a published quote.
Can HubSpot create invoices automatically?
Yes, in four cases, from HubSpot's article:
- Subscriptions. A subscription sends invoices to the customer on its billing date. HubSpot subscriptions covers how they work.
- Payment links and quotes. When a customer pays through a payment link, a quote or a legacy quote, HubSpot creates the invoice. That invoice isn't sent to the buyer automatically.
- Accepted quotes. HubSpot creates invoices from accepted quotes only when the setting to create contracts automatically from accepted quotes is on and the account is in the Connected CPQ, Billing and Payments beta.
- Workflows. The Convert to invoice workflow action creates a one-time draft invoice from a deal or quote. The deal or quote must have recurring line items for the workflow to run, and those become one-time line items on the invoice. You then finalise the draft and send it. HubSpot lists invoice workflows as Professional and Enterprise only.
So a workflow can't turn every closed deal into a sent invoice on its own. A deal with only one-time line items is converted by hand, and a workflow's invoice waits as a draft until someone finalises it.
What goes on a generated invoice?
- Line items from your product library or custom ones, with unit discounts and a tax rate per line.
- One-time discounts, fees and taxes on the subtotal. These aren't available when automated sales tax is on, and automated sales tax needs Revenue Hub Professional or Enterprise.
- Payment terms, which default to your settings. The due date follows them.
- Partial payment, if you let the customer pay less than the balance due.
- A number, INV followed by a number that rises with each invoice. You can change the prefix and the starting number in settings.
- A brand. With a brand selected, the invoice takes that brand's logo, colours and fonts. Brands need Marketing Hub Enterprise; HubSpot Brands and business units covers the rest.
How does the customer pay a HubSpot invoice?
Online payment needs HubSpot payments, on Starter, Professional or Enterprise, or a connected Stripe account. You don't have to set up either to issue invoices: a payment made another way can be recorded against the invoice. You can also charge a payment method the customer has stored. (HubSpot: create and manage invoices)
The HubSpot Stripe integration covers the ways the two connect.
Does a HubSpot invoice reach QuickBooks?
Through HubSpot's QuickBooks Online app, invoices can sync both ways, though HubSpot's recommended default filter syncs one way, from QuickBooks Online to HubSpot. Three limits from HubSpot's article: (HubSpot: connect HubSpot and QuickBooks Online, last updated 21 July 2026)
- Tax reaches QuickBooks Online only through HubSpot's automated sales tax.
- A card fee set in HubSpot's payment settings doesn't sync to the invoice in QuickBooks Online.
- Most non-US QuickBooks Online versions require tax on synced invoices, so those accounts can't use the invoice sync.
The HubSpot QuickBooks integration goes through the whole sync.
Which way fits which deal?
| The deal | How HubSpot invoices it |
|---|---|
| One-time items, sent by the rep | Convert deal to invoice, by hand |
| Billed on a repeating schedule | A subscription, invoiced on each billing date |
| Paid through a payment link or quote | An invoice created when the payment comes in |
| Recurring items, many deals at once | The Convert to invoice workflow action, then finalise each draft |
| A deposit now and the rest over time | See HubSpot payment plans on invoices |
Before you pick one, decide where payment lands (HubSpot payments or a connected Stripe account), which books the invoice should reach, and where card fees are recorded, since they don't sync to QuickBooks Online.
Changelog
- 9 November 2026: first published.
Paycove generates the invoice or the payment plan from the HubSpot deal and pays each location into its own Stripe account and books.
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