Issuing Invoices and Payment Links to Customers

Last edited on 16th September 2026

Who can issue invoices and payment links?

Sales once they've agreed a price with the customer through the Quotation Tool.

Editorial once they've agreed a restart fee, printing charge, or any other one-off charge directly with the customer.

When do I need to issue one?

Whenever a price has been agreed with a customer and payment hasn't already been collected through an existing subscription or prior invoice.

What to check first?

• Check the customer's deal exists in HubSpot and reflects the price actually agreed — update it first if it doesn't.
• Confirm the price against the Quotation Tool.
• Check whether Finance or the Global Editorial Manager needs to be looped in (unusual amounts, non-standard currencies, or refunds).
• Check whether the customer already has instalments or a payment plan running, to avoid double-charging them.

Process for issuing the invoice

• Update the customer's deal in HubSpot with the final agreed amount.
• Generate the invoice using the saas·hapily app on the client's HubSpot record — this creates the invoice in Stripe and gives you a link to send.
• Send the invoice link to the customer directly, or paste it into the usual customer email template.
• Make a note of the upgrade on the pinned note on the customer's record, and add the invoice link there too.
• If a payment plan is needed for pending installments, set this up as a recurring Stripe schedule attached to the same HubSpot deal.

Step-by-step: generating the invoice in HubSpot

1. Click on the client's name in HubSpot to open their record.
2. Scroll to the saas·hapily card. Under the first ‘Manage Customer in Stripe’ section, click Actions, then Create Hosted Invoice.
3. For Operation Type, select Send Invoice.
4. Click Add Product, type upgrade and pick the matching product.
5. Click Add Product again for any further products needed.
6. Click the pencil icon to adjust the amount if it needs to differ from the default.
7. Type the relevant details into the description field.
8. Click Generate and send the link to the client.

How do I make sure the team gets notified on Slack?

When an upgrade has been processed correctly in HubSpot (see below), it will also show up in #sales_book_review.

Processing an upgrade

1. Scroll to Upgrades on the right-hand side of the HubSpot record.
2. Click the + and fill out all the details.
3. Click Create upgrade.
4. Return to the project page and click the three dots next to the upgrade you just created (refresh the page if it isn't showing), then click View all properties.
5. Scroll to Upgrade pipeline stage and select Pending Payment. Fill out the relevant details.
6. Do the same again, this time selecting Payment Collected & Processed, and fill out all the details.
7. If everything's correct, it will show up on #sales_book_review in Slack.
8. Update Bookmaker to reflect the upgrade.

What's next?

• Once the customer pays via the Stripe link, the invoice and deal status update automatically in HubSpot — no need to chase Finance to confirm payment manually.
• If the payment link expires or fails, regenerate it from HubSpot and resend it to the customer.
• Once payment is confirmed, move the deal to the next stage and notify the relevant team to proceed with the work.

(Confirm exact HubSpot deal-stage names and button labels with Ops if these differ from your pipeline.)