BetaManage the connected CPQ, billing, and payments process

Manage the quote-to-payment process in HubSpot, from quote acceptance to invoicing and payment collection. After a buyer accepts a quote, HubSpot automatically creates a contract, billing schedule, and the first set of invoices. Buyers are directed to an invoice checkout experience to complete or schedule payments. This helps automate billing, reduce manual invoicing, and track payments in one place.

If you already use HubSpot quotes and payments today, learn what’s different in this beta including changes to quote acceptance, billing contact management, automatic and scheduled payments, and handling outstanding or failed payments.

Please note: if you aren't enrolled in the Connected CPQ, Billing, and Payments beta, learn how to configure billing on quotes, and how contracts are created from accepted quotes.

Before you get started

Before you begin working with this feature, make sure to fully understand what steps should be taken ahead of time, as well as the limitations of the feature and potential consequences of using it.

Understand limitations and consideration

• The show billing period invoice setting only applies to standard subscription invoices. Invoices created through the flow explained in this article will display billing periods regardless of this setting.
• Any invoices created by billing-enabled contracts for a value of less than $0.50 will immediately be marked as paid. It isn't possible to process payments less than $0.50.
• It isn't possible to pause and resume contracts. If you want to pause recurring line items on a contract, create a change quote to remove the recurring line items. Then, create a change quote again and add the recurring line items to resume.
• If recurring line items are added to a quote, a non-billable subscription is created for each recurring line item. The created subscription record is used for reporting purposes. Any changes made to the subscription record won't affect billing and won't update the contract. All billing should be managed using the contract. 

Quote to payment process

Understand the quote to payment process when using this beta. After buyers accept a quote:

1. If the Automatically create contracts from accepted quotes setting is turned on, a contract record is automatically created. The HubSpot contract object can't be viewed by your customers.

2. If billing is turned on for the quote, invoices are automatically created and emailed to the billing contact. Invoices are generated based on the billing schedule defined by the line items on a quote and emailed 10 days before the invoice date. Each line item’s billing date or recurrence determines when an invoice is created. For example:

   • If a quote includes multiple one-time line items with different billing dates, a separate invoice will be generated for each billing date.
   • If a quote includes recurring line items, an invoice will be generated at each billing interval.

3. The buyer is prompted to make a payment. If line items have a future billing date then the payment will be scheduled for the billing date. Online payments can be turned off. 

4. The checkout is part of the invoice process (previously part of the quote process). The checkout amount for future-dated line items is $0. If Automatic payments are turned on, the payment method entered will be used to pay for each invoice of the contract.

5. If the quote has recurring line items, a subscription record is created and associated to the contract. The subscription doesn't bill the customer, but can be used for reporting purposes. Billing is managed by the contract.
6. Manage any outstanding payments from the contract.

Quote and bill buyers

Send a quote to a buyer and automate the billing using quotes. 

1. Create a quote.

2. Click the Payments module in the quote editor.

3. In the left sidebar:

   • On the Billing tab, set your billing options:

     • Click the Payment terms dropdown menu and select the payment terms (invoices can be due on receipt or have net payment terms).

     • If the Enable billing switch is turned on, invoices will automatically be created. To turn off automatic creation of invoices, toggle the Enable billing switch off. 

   • Under Collection process, select an option:

     • Automatic payments: automatically charge the buyer on each billing date. The payment details entered at checkout will be charged on each billing date.

     • Manual payments: the customer manually pays on each billing date. Payments can be made online, or through an alternative method. If using alternative methods, you must record payments manually on invoices. 

4. Click the Payments tab to set up payment options:

   • The Accept online payments toggle will be switched on by default if billing is enabled. The pre-filled choices on this screen reflect what's set up in payment settings. If you selected Manual payments, you can toggle the Accept online payments switch off and record payments manually on invoices.

   • Select or clear the Accepted forms of payment checkboxes to choose the payment types to accept.

   • Select the Collecting billing address for credit card purchases checkbox to collect the billing address of your buyers.

   • Select the Collect shipping address checkbox to collect the shipping address of your buyers.

   • Clear the Collect your customer's payment details at checkout for future charges checkbox if you don't want to store the buyer's payment method on their contact record for future charges. If the Enable billing switch is turned on, the payment method entered will be charged automatically on each billing date.

5. Share the quote.

6. When the quote is accepted, the first invoice and the contract are automatically created. Invoices will automatically be emailed to the billing contact of the quote. 

7. If online payments are turned on, buyers are prompted to check out after accepting the quote, or they can copy the invoice link. Learn more about the buyer experience after accepting the quote. 

8. For payments due immediately, payment will be taken at the time of checkout. For payments due later, the checkout amount will be $0. If Automatic payments are turned on, the payment method entered will be stored for future payments of the contract.

9. The quote and invoice will be automatically associated with the contract. Billing history and revenue can also be viewed on the contract. Learn more about managing contracts.

View contract details

Learn how to view contract details including the contract overview, activities, and history.

Manage contracts

Contact, billing, and invoice information is stored on the contract record. Learn more about managing contracts, including how to:

• View contract performance, billing information, and associated records (e.g., quotes and invoices).
• Create change quotes.
• Create renewal quotes.
• Update the contract payment method.
• Terminate the contract.

Buyer experience

When buyers accept a quote, a visual indicator will be shown to guide them to the next part of the billing process. Learn more about the different billing scenarios below:

First invoice due at the time the quote is accepted, online payments turned on

1. The person accepting the quote can either click Pay now to checkout or Copy invoice link to share the invoice. Invoices will automatically be emailed to the billing contact of the quote with an option to review and pay the invoice.
   
   
   
2. After checking out, a receipt will be sent to the email address the buyer entered at checkout. The account user will receive a payment email notification. Learn more about what happens after a payment is processed.
3. If billing is turned on for the quote, future invoices will be automatically created for quotes with recurring line items. If the quote only includes one-time line items that are all due on acceptance, a single invoice will be created even if billing is enabled.
4. If the quote has recurring line items, a subscription record is created and associated with the contract. The created subscription record is used for reporting purposes. Any changes made to the subscription record won't affect billing and won't update the contract. All billing should be managed using the contract.
5. If the Collect your customer's payment details at checkout for future charges checkbox is selected, any future invoices will be automatically charged to the stored payment method. If this option isn't selected, the customer must pay for each invoice when it is due.

First invoice due at the time the quote is accepted, online payments turned off

1. The person accepting the quote can either click View invoice or Copy invoice link to share the invoice. Invoices will automatically be emailed to the billing contact of the quote.
   
   
   
2. Record the payment manually on the invoice.
3. If billing is turned on for the quote, future invoices will be automatically created for quotes with recurring line items. If the quote only includes one-time line items that are all due on acceptance, a single invoice will be created even if billing is enabled.
4. If the quote has recurring line items, a subscription record is created and associated with the contract. The created subscription record is used for reporting purposes. Any changes made to the subscription record won't affect billing and won't update the contract. All billing should be managed using the contract.

First invoice due at a later date, online payments turned on

1. The person accepting the quote can either click Schedule payment or Copy invoice link to share the invoice. Invoices will automatically be emailed to the billing contact of the quote with an option to review and pay the invoice.
   
   
   
2. When checking out, the total amount will be $0. The payment information entered will be used to pay for the first, and future invoices.
3. After checking out, a scheduled payment receipt will be sent to the email address added at checkout.
   
   
   
4. If the Collect your customer's payment details at checkout for future charges checkbox is selected, any future invoices will be automatically charged to the stored payment method. If this option isn't selected, the customer must pay for each invoice when it is due.

First invoice due at a later date, online payments turned off

1. The person accepting the quote can either click View invoice or Copy invoice link to share the invoice. Invoices will automatically be emailed to the billing contact of the quote.
   
   
   
2. Record the payment manually on the invoice.
3. If billing is turned on for the quote, future invoices will be automatically created for quotes with recurring line items. If the quote only includes one-time line items that are all due on acceptance, a single invoice will be created even if billing is enabled.
4. If the quote has recurring line items, a subscription record is created and associated with the contract. The created subscription record is used for reporting purposes. Any changes made to the subscription record won't affect billing and won't update the contract. All billing should be managed using the contract.

Next steps

• Learn how to set up quotes.

• Learn how to set up contracts.

• Learn how to create and send quotes.

• Learn how to view and manage contracts.