An invoice in Hubflo lets you bill a client for work completed, whether it's a one-time project or an ongoing service. You can accept online payments, and send everything directly from your dashboard.
Where to find invoices
In your Hubflo admin
Go to Billing > Invoices in the left sidebar. Here you'll see all your invoices and can create new ones.
On the client portal
Clients can view their invoices by going to their portal and clicking Billing in the sidebar. They can also access an invoice directly from the email they receive when you send it.
What you can do with invoices
Create one-time or recurring invoices
Add line items manually, from your catalog, or from saved packages
Bill back project expenses and time entries directly to an invoice
Accept online payments via Stripe or a custom payment link
Send via Hubflo or download the PDF to send manually
Set up automated payment reminders for overdue invoices
How to create an invoice
You can start a new invoice from these places in Hubflo:
From a contact: Go to Directory, open the contact, and click +. The invoice name will default to "Invoice – [Contact Name]" and the recipient will be pre-filled.
From a project: Open the project, click +, and add a title. Useful when the invoice is tied to specific deliverables.
From the Invoices section:
Go to Billing > Invoice in the sidebar.
Click New > Invoice or Recurring Invoice
(Optional) Link to a project. Skip this if the invoice isn't tied to a specific project yet.
Add a client-facing title.
Click Create and continue.
Select the recipient. Choose an existing contact or create a new one. If you linked a project, Hubflo pre-fills the contact, click Change Contact to update it.
💡 Any invoice you create will automatically appear in the client's workspace under the Billing tab.
Add line items
Add what you're billing for and how much it costs. You can:
Add items manually with a title, description, quantity, unit costs, margins, and unit price
Pick from your catalog or saved packages
Add section titles and subtotals to organize multi-part invoices
Click Bill back to pull expenses or time entries linked to that project
Set payment terms
Define how and when you expect to be paid.
Payment terms Choose how many days the client has to pay after the invoice is issued: Immediate (0 days), Net 15, Net 30, Net 45, or Net 60.
Payment methods Choose which methods to accept: Bank Transfer, Direct Debit, ACH, PayPal, Check, Cash, or Other (with custom instructions).
Payment instructions Use the free-text field to add your banking details, reference numbers, early payment discounts, or late fee policies.
💡 You can set default payment terms, methods, and instructions in Settings > Billing so you don't have to re-enter them every time. Changes you make per invoice won't affect your defaults.
Customize invoice settings (optional)
You can set default proposal settings in Settings > Billing so you don't have to re-enter them every time.
Setting | What it does |
Purchase order number | Add a PO reference if your client requires one |
Introduction message | A short note your client sees in the email or on the public invoice page. Not included in the PDF. |
Comment | A note that appears in the downloadable PDF, useful for disclaimers or key details |
Issue date | Defaults to today. Change it if you need to align with a project or fiscal date. |
Review and issue
Your invoice is saved as a draft until you're ready to send. Before issuing, click Preview to generate a PDF preview.
Important: Once issued, an invoice cannot be edited. If you need to make a change after issuing, you'll need to cancel it and create a credit note.
Once you're happy with the invoice, click Create invoice to issue it.