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Create an E-Invoice with HubSpot

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Reading time: 8 minutes | last updated on 22. September 2025

The obligation to issue electronic invoices is an important step toward a digitized and transparent economy. Companies should start transitioning early to meet the new requirements on time and avoid potential sanctions. The following article discusses how to create an e-invoice with HubSpot.


Die Verpflichtung zur elektronischen Rechnungsstellung ist ein wichtiger Schritt hin zu einer digitalisierten und transparenten Wirtschaft. Unternehmen sollten frühzeitig mit der Umstellung beginnen, um die neuen Anforderungen rechtzeitig zu erfüllen und mögliche Sanktionen zu vermeiden. Im Folgenden Beitrag geht es um das Erstellen einer E-Rechnung mit HubSpot.

The key points at a glance

The obligation to issue electronic invoices in Germany starting from January 1, 2025, is an important step towards modernizing business processes and increasing tax transparency. This is based on the Growth Opportunities Act (Wachstumschancengesetz), which was passed in 2023. The law includes comprehensive measures to promote digitalization and combat tax fraud. (Source: https://www.bundesregierung.de/breg-de/aktuelles/wachstumschancengesetz-2216866)

What is the e-invoicing obligation?

Starting in 2025, businesses in Germany are required to send electronic invoices in a standardized format (EU standard EN 16931) for B2B transactions. Receiving e-invoices will already be mandatory from the beginning of 2025! The two most commonly used formats are ZUGFeRD and XRechnung. This naturally raises the question for all HubSpot users: How can e-invoices be created with HubSpot?

pdf-xrechnung-zugferd

Is an e-invoice a PDF invoice?

No! However, according to the Federal Ministry of Finance, there is a transitional regulation allowing paper and PDF invoices to still be sent until December 31, 2026. Businesses with a maximum revenue of up to €800,000 can continue to send traditional invoices until 2027. For both deadlines, the recipient must agree to the format. However, it is mandatory for all businesses to be able to receive e-invoices. (Source: https://www.bundesfinanzministerium.de/Content/DE/FAQ/e-rechnung.html)

How does the transmission of e-invoices work?

In the B2B sector (i.e., electronic invoicing between businesses), there are various ways to transmit electronic invoices. One option is sending them via email, with the invoice attached as a structured file. However, this is only permitted if the recipient explicitly agrees. The file can be in the ZUGFeRD format (a PDF with embedded XML) or as a pure XRechnung in XML format.

Another increasingly popular transmission method is the Peppol network. This provides a secure, standardized, and automated communication channel through which e-invoices can be exchanged efficiently. Companies using Peppol have their own Peppol ID, which is similar to a digital address and ensures the unique receipt of invoices.

Additionally, many ERP systems and cloud platforms—such as DATEV, SAP, Lexware, Billomat, or sevDesk—offer integrated features for electronic invoicing. These allow either direct sending of e-invoices or have connections to the Peppol network, streamlining the entire invoicing process while ensuring legal compliance and future-proofing.

In what format must e-invoices be issued?

E-invoices must be issued in a structured electronic format that can be automatically processed by the receiving party. In Germany and the EU, the standard format for e-invoices includes the XML-based XRechnung format, which is mandatory for public sector clients in Germany, and the ZUGFeRD file format (Central User Guide of the Forum Electronic Invoice Germany), which is accepted EU-wide from version 2.0 onwards.

Creating e-invoices with HubSpot

Setup: How can I send e-invoices with HubSpot?

HubSpot itself does not currently offer an e-invoicing tool. However, through integrations, it is possible to send e-invoices using HubSpot. To send e-invoices with HubSpot, you need to ensure that the required integrations and settings are correctly configured. There are various options available, as outlined below:

Before selecting the tool: Ensure that all customer data in HubSpot is complete and accurate. Use bi-directional synchronization with the respective tools to keep all relevant information, such as billing address, payment details, and contact information, up to date.

Guide to Invoice Creation with HubSpot
Overview of the HubSpot and easybill Integration

The native integration of HubSpot and easybill enables seamless synchronization of contacts and data between both platforms, without the need for manual data entry or time-consuming imports. This saves time, improves data quality, and optimizes your business processes.

HubSpot and Easybill real-time-synchronization

Benefits of the easybill Integration

Bi-directional Synchronization

Customer data is exchanged in real-time between HubSpot and easybill.

Any changes made to a record on one platform are automatically reflected on the other.

Standard field mappings

The integration offers predefined field mappings that simplify the setup and save time.

Typical fields such as customer name, address, and contact details are already pre-linked.

Synchronization of Existing Data

Pre-existing data from easybill or HubSpot is immediately synchronized.

New and updated records are automatically mirrored in both systems.

Optimization for B2C Transactions

This integration is particularly suited for synchronizing customer data in B2C scenarios.

 

Advanced Features with Operations Hub Starter/Professional

Custom Field Mappings:

Starting with the Operations Hub Starter version, you can customize standard mappings or create your own mappings.
-> Example: You can define additional fields like "Tax ID" or "Payment Status" and link them with corresponding fields in HubSpot.

Flexibility and Control:

Custom mappings allow for better customization of the integration to meet your specific business requirements.

Required Product Version:

The functionalities of the integration require at least the Operations Hub Starter version. For more extensive customizations and automations, Operations Hub Professional is recommended.

Do you need support with setting up e-invoices in HubSpot?

Feel free to contact us. Our HubSpot experts provide consultation and implement e-invoicing features in HubSpot.

E-Rechnung Xero Hubspot

Creating E-Invoices with HubSpot – Sevdesk Integration?

The native Sevdesk integration for HubSpot currently does not include invoice creation. Only companies and contacts can be synchronized unidirectionally from HubSpot to Sevdesk through the integration.

Xero Integration for HubSpot to Create E-Invoices?

With the accounting software Xero, e-invoices can be created. However, as of now, only Xero contacts can be synchronized unidirectionally from Xero to HubSpot using the native integration.

Create an e-invoice with HubSpot

Benefits of Using HubSpot for E-Invoice Creation

  • Improved Team Collaboration: Marketing, sales, and accounting can seamlessly collaborate on a centralized platform.

  • Bi-Directional Synchronization with easybill Integration: Customer data, invoice details, and payment information are synchronized in real-time.

  • No Data Silos: The integration saves time and reduces errors by eliminating manual data transfers.

  • Automated Invoice Generation: An e-invoice can be automatically created once a deal is closed or a specific stage is reached.

  • Tracking & Reminders: Automated reminders for overdue invoices ensure that no payment deadlines are missed.

  • Custom Field Integration: Special invoicing requirements (e.g., tax-specific details) can be easily implemented using custom fields.

  • Reporting: HubSpot provides insights into invoice statuses (e.g., paid, open, overdue) to help optimize payment management.

​Currently, HubSpot does not offer a native feature to receive electronic invoices (E-Rechnungen). While it allows for creating and sending invoices, the reception and processing of E-Rechnungen are not integrated.​

Alternative Solutions

Although there's no direct, native function to import invoices received in easybill into HubSpot, several third-party platforms facilitate this integration:​

  1. Integrately: Provides a one-click integration between easybill and HubSpot, enabling automated workflows such as creating a HubSpot deal when a new invoice is generated in easybill. ​

  2. Appy Pie Automate: Offers automation between easybill and HubSpot, allowing you to streamline tasks and improve efficiency. ​

  3. Zoho Flow: Enables seamless integration between easybill and HubSpot CRM, supporting triggers and actions like creating contacts, deals, and documents across both platforms. ​

Custom Integration

If you require a more tailored solution, a custom integration is feasible, provided that the APIs of the involved tools are sufficiently robust. This approach allows for greater flexibility to meet specific business needs.​

If you're interested in exploring a custom integration, feel free to reach out for further assistance.

What is the E-Invoicing Requirement?

Definition

The E-Invoicing Requirement refers to the legally mandated obligation to use electronic invoices in business transactions, particularly in the B2B (business-to-business) sector. It is based on EU Directive 2014/55/EU and the European standard EN 16931, which has been implemented in Germany. This standard defines a uniform semantic data model for electronic invoices. The goal is to drive the digital transformation of financial transactions, reduce bureaucracy, and increase efficiency and transparency in payment processes.

Timeline and Implementation

The introduction of the E-Invoicing Requirement follows a phased approach:

  • From January 1, 2025: All companies in Germany must be technically capable of receiving and processing electronic invoices.

  • From January 1, 2027: Businesses with an annual revenue exceeding €800,000 must issue invoices exclusively in electronic form.

  • From January 1, 2028: The requirement applies to all domestic businesses in the B2B sector, regardless of their revenue size.

This regulation affects both small and large companies with the aim of establishing widespread electronic invoicing.

National Standard EN 16931

The EN 16931 standard defines uniform requirements for the structure of electronic invoices across Europe. It ensures that invoices are automatically processable, regardless of the software provider. In Germany, formats such as XRechnung and ZUGFeRD (from version 2.0) comply with this standard.

Who is Affected by the E-Invoicing Requirement?

The requirement applies to all Germany-based companies supplying goods or services to other domestic businesses. However, some exemptions exist:

  • Small businesses under § 19 UStG are currently exempt from the obligation to issue e-invoices.

  • Foreign companies that issue invoices to German businesses are not subject to the requirement.

  • Private individuals (B2C transactions) are not affected.

  • Certain special cases and simplified invoices (e.g., tickets or small-value invoices under €250) may also be exempt.

Benefits of E-Invoicing

Cost Savings

  • Elimination of paper, printing, and mailing costs

  • Reduced workload through automated processes

  • No storage or archiving costs for physical documents

Faster Processing

  • Instant transmission and receipt of invoices

  • Automatic data processing in accounting software

  • Shorter payment terms due to faster delivery

Environmental Friendliness

  • Reduction in paper and printer resource usage

  • Lower CO₂ footprint due to reduced postal shipping

Error Reduction

  • Minimization of manual input errors through automated data transfer

  • Validation of invoice data before sending

Transparency and Traceability

  • Electronic archiving enables quick search and retrieval of invoices

  • Better overview of invoice status (e.g., paid, outstanding)

Data Synchronization Across Systems

  • Compatibility with various ERP systems and software solutions

  • Standardized formats like ZUGFeRD or XRechnung for data exchange

Context & Conclusion

For businesses looking to use HubSpot for creating and managing e-invoices, integrating with easybill presents an optimal solution. The bidirectional synchronization between the two platforms ensures seamless transfer and real-time updating of customer data and invoice information. This saves time, reduces errors, and optimizes business processes.

Although HubSpot does not natively support e-invoicing, the easybill integration offers predefined field mappings and customization options, enabling flexible and efficient invoicing. Additionally, companies benefit from automated processes, such as invoice generation based on deal stages.

For businesses already using HubSpot and preparing for the E-Invoicing Requirement, the easybill integration provides a future-proof and user-friendly solution.

Do you need support with e-invoicing in combination with HubSpot? Contact our experts!

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About the author

Manuel Staub

Project Lead & Developer

As a web developer, Manuel skilfully implements customer wishes in various projects. He is particularly familiar with the development and design of websites. He also brings other skills such as video editing, graphic design and presentations to our team.
Go to Email Manuel Staub: mstaub@kkvision.de

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