Invoice Tracking

Track all invoices created from HubSpot deals using the QuickBooks Invoices CRM card. This guide explains how to monitor invoice status, payment tracking, and invoice history.

Overview

The QuickBooks Invoices tab on deal records provides:

• List of all invoices created for the deal
• Invoice numbers and amounts
• Creation dates
• Email delivery status
• Links to view invoices in QuickBooks

Accessing Invoice History

Step 1: Navigate to Deal

1. In HubSpot, go to Sales → Deals
2. Open a deal record that has invoices

Step 2: Open QuickBooks Invoices Tab

1. Look for the QuickBooks Invoices tab in the middle column
2. Click the tab
3. Card loads showing invoice information

Step 3: View Invoice List

Scroll down in the card to see invoice list. Each invoice shows:

Basic Information:

• Invoice number (e.g., INV-1001)
• Amount (e.g., $3,000.00)
• Creation date
• Invoice type (Deposit, Follow-up, Final) - if labeled

Status Information (if available):

• Email status (Sent, Scheduled, Manual)
• Payment status (Unpaid, Paid, Overdue)
• QuickBooks link

Example invoice list:

Invoices Created:
- INV-1003: $3,000 - Final - Nov 15, 2024 - Sent
- INV-1002: $4,000 - Follow-up - Oct 20, 2024 - Paid
- INV-1001: $3,000 - Deposit - Sep 25, 2024 - Paid

Total Invoiced: $10,000

Invoice Details

Invoice Number

Format: Typically INV-XXXX (e.g., INV-1001)

Assigned by: QuickBooks (sequential)

Use for:

• Referencing specific invoices
• Looking up in QuickBooks
• Customer communication
• Accounting records

Invoice Amount

Display: Shows invoice total (after tax)

Currency: Uses deal currency or QuickBooks default

Calculation:

• Deposit: Deal amount × percentage
• Follow-up: Deal amount × percentage
• Final: Deal amount × percentage (or remaining balance)

Creation Date

Shows: When invoice was created in QuickBooks

Format: MMM DD, YYYY (e.g., Nov 15, 2024)

Uses:

• Chronological tracking
• Audit trail
• Payment timeline tracking

Email Status

Possible values:

• Sent: Email delivered to customer
• Scheduled: Queued for future send
• Manual send: Created but not emailed
• Bounced: Email delivery failed

Note: Status depends on email option selected during creation.

Viewing Invoices in QuickBooks

From HubSpot CRM Card

If “View in QuickBooks” link available:

1. Click invoice number or “View” link
2. Opens QuickBooks Online in new tab
3. Shows full invoice details

If link not available:

• Note invoice number (e.g., INV-1001)
• Log into QuickBooks separately
• Search by invoice number

In QuickBooks Directly

1. Log into QuickBooks Online

2. Go to Sales → Invoices

3. Search by:

   • Invoice number
   • Customer name
   • Amount
   • Date range

4. Click invoice to view full details

Invoice details in QuickBooks:

• All line items
• Tax calculations
• Payment terms
• Due date
• Email history
• Payment status
• Customer information

Payment Tracking

Checking Payment Status

In QuickBooks (primary method):

1. QuickBooks → Invoices → Find invoice

2. Look for Status badge:

   • Unpaid: No payment received
   • Partially paid: Some payment received
   • Paid: Full payment received
   • Overdue: Past due date, unpaid

3. View Balance:

   • Outstanding amount
   • $0.00 = Fully paid

Recording Payments

Payment must be recorded in QuickBooks:

1. QuickBooks → Invoices → Open invoice
2. Click Receive Payment
3. Enter payment details:
   • Payment date
   • Payment method (check, credit card, etc.)
   • Amount received
4. Click Save

Result: Invoice marked as Paid, customer balance reduced.

No automatic sync to HubSpot: Update deal stage or properties manually.

Payment Status in HubSpot

Currently: Integration does NOT automatically sync payment status back to HubSpot.

Manual tracking (workarounds):

Option 1: Custom deal properties

• Create property: “Invoice Paid” (Y/N)
• Manually update when payment received

Option 2: Deal stage updates

• Move deal to “Awaiting Payment” when invoice sent
• Move to “Paid” when payment received

Option 3: Notes and timeline

• Add note: “INV-1001 paid on [date]”
• Create task to follow up on payment

Multi-Invoice Tracking

For Multi-Step Invoicing

Example: 3 invoices for one deal

Tracking view:

Deal: Website Project ($10,000)

Invoices:
1. INV-1001: $3,000 (Deposit) - Paid ✓
2. INV-1002: $4,000 (Follow-up) - Unpaid
3. INV-1003: $3,000 (Final) - Not created yet

Progress: $3,000 paid / $10,000 total (30%)
Outstanding: $4,000 (INV-1002 due)

Tracking tips:

• Note which invoices are paid in deal timeline
• Update deal stage based on payment progress
• Track percentage of project invoiced

Calculating Total Invoiced

Manual calculation:

1. Add up all invoice amounts from card list
2. Compare to deal amount
3. Calculate percentage invoiced

Example:

• Deal amount: $10,000
• Invoice 1: $3,000
• Invoice 2: $4,000
• Total invoiced: $7,000 (70%)
• Remaining: $3,000 (30%)

Timeline and History

Invoice Creation Events

Some implementations add timeline events to deals:

Event types:

• “Invoice created: INV-1001 for $3,000”
• “Invoice sent to [customer email]”
• “Invoice scheduled for [date]”

Uses:

• Audit trail
• Team visibility
• Historical reference

Note: Depends on implementation. Check your deal timeline after creating invoices.

Filtering Deals by Invoice Status

HubSpot views (create custom view):

1. Deals → Views → Create custom view
2. Add filter: “QuickBooks Invoices” or custom property
3. Filter by:
   • Has invoices created
   • Invoice payment status (if tracked)
   • Last invoice date

Example filters:

• “Invoices created” is “True”
• “Last invoice date” is “Last 30 days”
• “Invoice payment status” is “Unpaid”

Reporting and Analytics

QuickBooks Reports

For invoice analytics, use QuickBooks reports:

1. QuickBooks → Reports

2. Common reports:

   • Accounts Receivable Aging: Outstanding invoices by age
   • Sales by Customer: Total sales per customer
   • Invoice List: All invoices in date range
   • Invoices and Received Payments: Payment tracking

3. Export reports to Excel for further analysis

HubSpot Reports

Create deals report with invoice data:

1. HubSpot → Reports → Create custom report
2. Select Deals object
3. Add properties:
   • Deal name
   • Deal amount
   • Custom invoice properties (if created)
4. Filter by deals with invoices

Example report: “Deals with unpaid invoices this month”

Invoice Management

Editing Invoices

Cannot edit from HubSpot. Edit in QuickBooks:

1. QuickBooks → Invoices → Find invoice
2. Click invoice to open
3. Click Edit
4. Make changes
5. Save

Editable fields:

• Line items
• Quantities
• Prices
• Tax
• Terms
• Due date
• Memo

Non-editable: Invoice number, creation date

Voiding Invoices

To cancel an invoice:

1. QuickBooks → Invoices → Open invoice
2. Click More → Void
3. Confirm void

Result:

• Invoice marked as Void
• Amount becomes $0
• Invoice history preserved
• Affects customer balance

In HubSpot: Voided invoice still appears in list (shows as $0 or marked void in QuickBooks).

Deleting Invoices

QuickBooks policy: Generally cannot delete invoices

Alternative: Void the invoice instead

If deletion is critical:

• Must be unpaid
• No payments applied
• Recent invoice
• Check QuickBooks documentation for exact rules

Troubleshooting Tracking

Invoice Not Showing in Card List

Possible causes:

• Invoice creation failed
• Card not refreshed
• Browser cache

Solutions:

1. Refresh the QuickBooks Invoices tab
2. Hard refresh browser (Ctrl+Shift+R / Cmd+Shift+R)
3. Check QuickBooks directly to verify invoice was created
4. If invoice exists in QB but not in HubSpot, contact support

Wrong Invoice Amount Showing

Possible causes:

• Display currency mismatch
• Caching issue
• Deal amount changed after invoice created

Solutions:

1. Verify amount in QuickBooks (source of truth)
2. Refresh HubSpot card
3. If discrepancy persists, note invoice number and contact support

Payment Status Not Updating

Expected: Payment status does NOT auto-sync from QuickBooks to HubSpot

Workaround: Manually update deal or custom properties based on QuickBooks payment status.

Cannot Find Old Invoices

Solutions:

1. Scroll down in invoice list (may be paginated)
2. Check QuickBooks by customer name
3. Search QuickBooks by date range
4. Verify invoice was created for this specific deal

Best Practices

Regular Tracking

✅ Do:

• Check invoice status weekly
• Follow up on unpaid invoices before due date
• Update deal stages based on payment status
• Note payment dates in deal timeline
• Reconcile invoice amounts with QuickBooks

❌ Don’t:

• Assume invoices are paid without checking
• Create duplicate invoices without verifying first
• Ignore overdue invoices
• Forget to track payment milestones

Communication and Follow-Up

✅ Do:

• Send payment reminders 3 days before due date
• Follow up on overdue invoices within 3 days
• Document all payment communication
• Use QuickBooks reminder features
• Keep customer informed of payment status

❌ Don’t:

• Wait too long to follow up on overdue invoices
• Send aggressive reminders immediately
• Forget to thank customers for prompt payment

Data Accuracy

✅ Do:

• Regularly reconcile HubSpot deals with QuickBooks invoices
• Update custom properties when payments received
• Verify invoice amounts match deal amounts
• Document invoice numbers in deal notes

❌ Don’t:

• Rely solely on memory for payment tracking
• Let invoice data get out of sync
• Ignore discrepancies between systems

Frequently Asked Questions

Can I see payment status in HubSpot?

Not automatically. Payment status must be checked in QuickBooks. Consider creating custom deal properties to track manually.

How do I know which invoices are overdue?

Check in QuickBooks → Invoices → Filter by “Overdue” status. Or run Accounts Receivable Aging report.

Can I delete an invoice from HubSpot?

No. Invoices must be voided or deleted in QuickBooks.

What if an invoice was created by mistake?

Void it in QuickBooks. It will remain in HubSpot card list but show as voided.

Can I export invoice list from HubSpot?

Depends on implementation. Export capability may not be built in. Export from QuickBooks instead.

How long are invoices tracked in the card?

Indefinitely, as long as the deal exists. Invoice history is permanent.

Can I track invoices for multiple deals for one customer?

Each deal tracks its own invoices. To see all invoices for a customer, use QuickBooks reports filtered by customer name.

Next Steps

Related Features

1. Email Management - Tracking email delivery status
2. Multi-Step Invoicing - Managing multiple invoices per deal
3. Best Practices - Workflow optimization

Advanced Topics

1. Features: CRM Card - Complete CRM card reference
2. Troubleshooting - Invoice tracking issues

Additional Resources

• QuickBooks Invoice Reports  - Running invoice reports in QuickBooks
• HubSpot Deal Management  - Managing deals in HubSpot
• Features Overview - All integration features