Hubflo makes it simple to bill clients directly from your dashboard—whether it’s for one-off projects or ongoing services. Here’s how to get started with Invoices.
Creating an Invoice
To create a new invoice head to Billing → Invoices on the Hubflo sidebar (left hand side).
Click the New
You’ll then choose between:
One-time invoice: for a single payment.
Recurring invoice: for regular billing (e.g. monthly retainers).
(Optional) Link to a Project. Skip this if the invoice isn’t tied to a specific project yet.
Add a client-facing title. (e.g. “Accounting Package”)
Click Create and continue
Select the Recipient. You can choose an existing contact or create a new one.
Note: If you linked a project in the previous step, Hubflo will automatically choose an existing contact. You can change it by clicking on Change Contact.
Add Line Items
You can add new line items manually by adding a title and description, or choose from your catalog or pre-made packages. Additionally, you can define section title and subtotal amounts.
You can also Bill back for expenses or time. Clicking on "Bill back" > Time will pull in all unbilled time entries linked to that project.
Set Payment Terms
When creating an invoice in Hubflo, you can define how and when you expect to be paid.
Set Payment Terms
Choose how many days your client has to pay after the invoice is issued:
Options range from 0 to 60 days
Common choices: Immediate (0 days), Net 15, Net 30, Net 60
Select Payment Methods
You can offer multiple payment options to suit your client’s preferences. Available options include:
Bank Transfer
Direct Debit
Check
Cash
ACH
PayPal
Other (define in instructions)
Use Stripe as a Payment Method
You can toggle on Stripe as a payment method to accept online payments directly through the invoice.
💡 Want to learn more about setting up Stripe in Hubflo? Click here to read the Stripe integration guide.
Insert a Payment Link
Alternatively, you can insert a custom payment link—from Stripe, GoCardless, PayPal, or another platform—into the invoice using the Payment URL field. This creates a clickable link for your client to pay online.
Add Payment Instructions & Conditions
Use this section to clarify:
Your banking details (for transfers)
Any reference numbers or codes to include
Payment deadlines or discounts for early payment
Late fee policies, if applicable
Customize Your Invoice (Settings)
Before issuing the invoice, you can personalize several fields in the Settings section.
Purchase Order Number (Optional)
Use this field if your client requires a reference, e.g.BC1235.Introduction (Internal Message)
Add a note that appears when sending the invoice (not shown on the PDF).Comment (PDF Note)
Use this to add extra context or terms to the invoice PDF—optional but helpful.Customize Issue Date
You can select a different invoice date or leave it blank to default to today’s date.
Recurring Invoices
The process for creating a recurring invoice is the same as a one-time invoice—with just a few key settings to configure.
In the Settings tab:
Enter the services or description of work you wish to offer your client.
Generate first invoice on: Choose when the first invoice should be sent.
Then generate other invoices every: Define the frequency (e.g., every 1 month).
Automatic invoice sending:
If checked, invoices will be sent automatically on schedule.
If unchecked, invoices will be created as drafts.
End the recurring invoice on: Optional. Leave this empty to keep billing ongoing with no end date.
Recurring invoices are perfect for retainers, subscriptions, or any long-term service arrangement.
Before You Send
Your invoice is still in draft—this is your final review stage. Here’s what you can do:
Preview the Invoice
Review the full layout and content
Generate a PDF preview to check formatting and design
Choose how you’d like to send it
👉 Send via Hubflo
Sends an email with a secure link to the proposal
Option to send a test email to yourself first
👉 Send Manually
Download the PDF
Attach it to your own email if you prefer full control over the message
Manage Invoices
Go to Billing → Invoices in the sidebar.
Invoice Views, Statuses & Filters
Once an invoice is issued, you can take one of the following actions:
✅ Mark as Paid – when payment has been received (manually or via Stripe).
🚫 Cancel – if the invoice should no longer be valid (e.g. voided before payment).
🔗 Grab Payment Link – copy a direct link to the invoice for your client to pay online.
🧾 Issue a Credit Note – create a credit to adjust or reverse part of the invoice if needed.
Important: Once created, invoices cannot be deleted in Hubflo. This protects the integrity of your invoice numbering sequence and avoids issues for both you and your clients down the line.
💬 If you're unsure about your invoice numbering or need to reset your test setup, reach out to your Customer Success Manager or support team.
Hubflo provides clear views to help you track all invoices:
Draft
Issued
Overdue
Paid
Cancelled
Use filters to quickly find invoices by:
Date Issued
Date Paid
With/without Credit Note
Contact
Invoice Settings
Click the gear icon (⚙️) in the top-right corner to:
Update your branding (logo size, colors, footer)
Import or export invoices as needed
Managing Reminders
Open the invoice
On the left sidebar, click Manage Reminders
Toggle On/Off automated follow-ups as needed
Our reminder emails:
Clearly state that they are automated
Are written in a friendly, professional tone
Have been crafted with input from customer communication and collections experts
