HubSpot workflow
Invoice Template
Bill a customer for the work on a HubSpot deal. Portant fills the prepared-for block, each line item with its discount and the net total into a Google Doc, ready to send.
~5 min setup Β· Used by 100+ teams
Trusted by 40,000+ teams
Overview
Generate an invoice with discounts from a HubSpot deal
An invoice is the document that gets you paid, and it is usually built from the last one. Someone opens a previous invoice, swaps the customer, retypes the line items from the deal, then works out the discount by hand and hopes the total matches what was agreed.
This template takes that job away. Data merge pulls the customer's company, contact name, email, phone and street address, plus all of the deal's line items with their quantity, unit price and discount, into a Google Doc. It shows the price before discount, the total discount and the net total, and output management files each finished invoice.
It suits teams that sell on a HubSpot deal and discount by line, without needing a regional tax breakdown on the page. If you do, the family ladders up to invoicing with regional versions for Australia, Canada, the UK and the US.
Who is this for
Is this template right for you?
Finance teams and freelancers who invoice clients regularly.
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An invoice the moment the deal is ready. The invoice is generated from the deal when the stage changes, so billing starts while the work is fresh instead of waiting for someone to find last month's file.
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Discounts show up where the customer looks. Each line shows its own discount next to the price, and the totals state the price before discount, the total discount and the net total, so the customer can see how the number was reached.
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Totals match the deal. Every line, price and discount comes from HubSpot, and the totals are formulas over the line items, so the invoice cannot disagree with the deal.
Setup
How to set up the invoice workflow
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Step 1: Connect HubSpot and Google Docs
Open Portant, install the HubSpot app from the Marketplace, and connect the Google Drive account that will hold the invoice template and the generated invoices.
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Step 2: Replace the sample header and payment details
The header, the address block and the payment information are fixed text in the template, and they ship with sample company text and an add-your-payment-info prompt. Replace them once with your own. The invoice number and due date are hash-marked placeholders (#Invoice Number# and #Due Date#) that you fill in on each invoice, not merged fields.
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Step 3: Check the deal mapping
The customer and line item tags are already mapped to the HubSpot deal's contact, company and line items. Confirm the properties match how your portal names them, and make sure discounts are set on the line items, since each row and the discount total read from there.
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Step 4: Set the trigger and filing
Choose the deal stage, workflow action or app card button that starts the run, and tell output management where to file the finished invoice. If finance reviews invoices before they go out, add an approval workflow first.
Frequently asked questions
An invoice is a document a seller issues to request payment for goods or services. It lists what was sold, the quantities and prices, any discounts, the total due, and when and how to pay. This template generates one from a HubSpot deal in about a minute.
The prepared-for block uses the contact's first and last name, email and phone number, plus the deal's associated company name and street address. The table uses each line item's name, description, unit price, quantity, discount and net price. The totals sum the pre-discount amounts, the discounts and the net prices.
No. The template has no tax line, only the price before discount, the total discount and the total net. If you need one, add it to the Google Doc and map it to the line items' tax amounts, or use a regional version that already includes a tax line.
They are hash-marked placeholders in the template (#Invoice Number# and #Due Date#), not merged fields. Fill them in on each invoice, or replace them with tags mapped to deal properties if you want them filled automatically. The invoice date is stamped from the run timestamp.
Yes. The header, address and payment information are fixed text, so replace the sample content once in the Google Doc. The payment terms section reads 30 Days, and you can edit it to match your contracts. Amounts show a dollar sign, which is also fixed text.
Yes. Regional versions ship as Invoice (AU), Invoice (CA), Invoice (GB) and Invoice (US), each with its own tax line, bank fields and date format. Pick the one that matches where the seller operates, or use this general-purpose template if you need a discount column instead.
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