Invoices, Agreements & HubSpot Payments

When invoices and agreements sync from Kleer to HubSpot, the integration sets protective defaults to prevent HubSpot from sending invoices or collecting payments on your behalf. However, there are a few things you should be aware of to avoid accidentally billing your customers from HubSpot.

What the Integration Does Automatically

Invoices are synced with Billable set to No. This tells HubSpot that these invoices are for reference only and should not be used to collect payment.

Agreements (synced as HubSpot Subscriptions) are created with Invoice creation set to Off. This prevents HubSpot from automatically generating new invoices from the subscription schedule.

These defaults ensure that Kleer remains the source of truth for invoicing and payments.

What You Should Watch Out For

Don't enable invoice creation on synced subscriptions

If you manually edit a subscription in HubSpot and turn on "Invoice creation", HubSpot will start generating its own invoices based on the subscription schedule. These HubSpot-generated invoices are completely separate from your Kleer invoices and could lead to duplicate billing.

Rule of thumb: Never enable invoice creation on any subscription that was synced from Kleer.

Don't mark synced invoices as billable

If you edit a synced invoice in HubSpot and change Billable to Yes, HubSpot may allow you to send it as a payment request. Since these invoices are managed in Kleer, you should always send them from Kleer instead.

Rule of thumb: Never change the billable status on invoices synced from Kleer.

Don't attach HubSpot payment links to synced invoices

HubSpot allows you to attach payment links to invoices for online payment collection. If you do this on a Kleer-synced invoice, your customer could end up paying through HubSpot while Kleer has no record of the payment. This creates accounting discrepancies that are difficult to reconcile.

Be careful with HubSpot invoice workflows

If you build workflows in HubSpot that trigger on invoice creation or subscription activity, make sure they don't send payment reminders or invoice emails for Kleer-synced records. You can filter these out by checking for the presence of a kleer_id property on the record.

Summary

All invoicing, payment collection, and reminders should be handled in Kleer. HubSpot should be used as a read-only view of your invoice and agreement data.