Automation template
HubSpot Invoice Template
Generate a branded invoice from any HubSpot deal in Google Docs, with line items, totals, and billing details already filled. Portant's data merge pulls deal fields and HubSpot line items into the template, then saves the invoice back to the deal.
~5 min setup · Used by 500+ teams
Trusted by 40,000+ teams
Overview
Turn HubSpot deals into branded invoices in Google Docs
Closing the deal is the easy part. Then someone has to copy the company name, billing contact, and every line item from the HubSpot deal into an invoice template, fix the formatting, export a PDF, name the file something the finance team will recognise, and remember to attach it back to the deal. By the time the invoice goes out, the cash collection clock has already been ticking for days.
This template watches the HubSpot deal, then generates a branded invoice in Google Docs the moment a deal hits Closed Won (or any custom billing trigger you set). Portant's line items feature pulls the deal's HubSpot line items into a real invoice table, data merge fills in the customer, owner, dates, PO number, and tax fields, and output management names the file and drops it into the right Drive folder. Add Portant Payments and the invoice can collect card or ACH payment from the same document you send.
It suits finance and ops at services businesses, agencies, and managed service teams that bill from HubSpot rather than from an accounting tool, plus founders who want every invoice to leave the door looking the same. It ladders up to Portant's invoices automation, which covers the full deal-to-cash path inside HubSpot.
Who is this for
Is this template right for you?
Finance teams and freelancers who invoice clients regularly.
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Invoices out the same day a deal closes. Portant generates the invoice the moment the HubSpot deal hits Closed Won, so finance no longer waits days to start the cash collection clock.
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What you sold is what you bill. Portant's line items feature copies the deal's HubSpot line item table into the invoice exactly, so descriptions, quantities, and totals match the deal one for one.
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Invoices that collect themselves. Portant Payments adds a card or ACH pay button to the invoice, so customers settle the bill from the same document you send and finance reconciles less.
Setup
How to set up the HubSpot invoice workflow
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Step 1: Connect HubSpot and Google
Install Portant from the HubSpot marketplace, link the Google account that owns your invoice template, and choose the Drive folder where finished invoices should land.
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Step 2: Build the invoice in Google Docs
Open your branded invoice in Google Docs, drop {{HubSpot tags}} into the customer, dates, totals, and PO fields, and add a Portant line items table where the products belong.
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Step 3: Map deal properties and the trigger
Pick the HubSpot deal stage, custom property, or workflow event that should kick off invoicing, then map every tag in the template to a deal, company, or owner field.
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Step 4: Turn on payments, signatures, and notifications
Decide whether the invoice needs a Portant Payments pay button or a signature block, set the file naming pattern, and route an internal alert to finance once each invoice is ready.
Frequently asked questions
Open the deal in HubSpot, click Invoices, and choose Convert deal to invoice. HubSpot's native option creates a draft using the line items already on the deal. Portant takes that further by generating a branded Google Docs invoice the moment a deal closes, with the deal's line items, customer fields, and PO number already merged in.
Yes. HubSpot can run a Convert to Invoice workflow action when a deal moves to Closed Won, but it produces a basic native invoice record. Portant generates a fully branded Google Docs or PDF invoice from the same trigger, with your line items table, payment terms, and Drive folder all wired in.
Yes. Add Portant Payments to the workflow and the generated invoice carries a card or ACH pay button, so customers settle the invoice from the same document you sent. The payment status writes back against the HubSpot deal so finance does not have to reconcile by hand.
HubSpot's native invoice is a transactional record stored inside HubSpot Commerce. Portant's HubSpot invoice template generates the same data as a fully branded Google Doc or PDF that lives in your Drive folder, attaches back to the deal, and can be edited line by line by anyone who can edit a Doc.
Yes. Portant has a sister template, the Sheets-based invoice workflow, which reads invoice rows from a Google Sheet instead of a HubSpot deal. Same Google Docs template, same line items table, same Drive output, useful for teams that bill from a pricing model rather than a CRM.
Yes. Every invoice Portant generates attaches to the originating HubSpot deal as a record, with a link to the Google Doc and the PDF. Sales sees the same invoice the customer received, finance has the audit trail, and nobody has to dig through Drive to find which invoice belongs to which deal.
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With Portant, I run documents directly from HubSpot. No jumping between platforms. No copying data.
Portant replaced three separate tools for us. One platform handles docs, signatures, and follow-ups without leaving HubSpot.
Portant was the simplest and quickest signing integration I've ever implemented, it works natively with HubSpot.
At RepCard, Portant gave us an end-to-end automated workflow inside HubSpot, we replaced manual agreement creation at scale.
We're seeing higher average closed revenue with Portant and faster days to close, it's showing us a material impact on sales velocity.
Love this product. Have been using it for over a year and the integration to Google Workspace is awesome. Lots of credit for listening to your users!
When the executive team asks for an extension document, Portant gets it to them in about an hour, it's empowered my whole team.
Truly a gamechanger! Portant streamlines these tasks and allows me to focus on the things that require my attention and problem-solving!
This software brilliantly takes over the tedious process of creating and sending invoices. This not only saves time but massively reduces errors of data entry.
This product is a gamechanger for all of those painful manual document merges. Love what you and the team have built!
Our reps used to spend 30 minutes per proposal. Now it’s under two minutes and the documents look better than ever.