Instructions: Receiving Check Payments in HubSpot

? Instructions: Receiving Check Payments in HubSpot

? Purpose:

To properly record check payments received from customers in HubSpot and ensure invoice records remain accurate.

✅ Step-by-Step Instructions

1. Log into HubSpot

2. Navigate to the Invoices Tab

• Use the left-side navigation panel:
• Commerce → Invoices

3. Filter for Open Invoices

• Locate the “Invoice Status” filter.
• Set the filter to “Open” invoices only.

4. Identify the Customer and Matching Invoice

Use the check details to match against the following columns:

• Invoice → Companies
• Invoice → Contacts
• Amount → Billed

? Matching Tips:

• The check amount generally reflects the total due, but may be a partial payment.
• Many checks include the invoice number or a payment voucher.
• A customer may have multiple outstanding invoices.

5. Open the Matching Invoice

Click on the appropriate invoice from the filtered list.

6. Review the Invoice Panel

An information panel will open on the right-hand side of the screen.

7. Record the Payment

• In the right-hand panel, click the “Actions” dropdown.
• Select “Record Payment.”

8. Complete the Payment Form

Enter and verify the following fields:

• Payment Amount
• Payment Date
• Payment Method (e.g., Check)
• Reference Number (Check number or voucher ID)
• Internal Note (if applicable)
• ✅ Ensure “Send receipt to customer email” is checked

9. Finalize

Click “Record Payment” to save and send the receipt.

? Additional Notes

• Always double-check that you are logging the payment against the correct invoice.
• If multiple invoices are open for one customer, confirm with the CSM or Finance lead before applying payment.
• Retain a scan or photo of the check if required by internal documentation policies.