AUTOMATED INVOICING FOR FINANCE TEAMS

Automated invoicing software for Xero and QuickBooks

Turn approved sales data into accurate, finance-ready invoices without rekeying customer, product or contract information. ScaleXP connects your CRM with Xero or QuickBooks while keeping Finance in control.

  • Create invoices from approved commercial data
    Reuse customer, product, pricing and contract information already captured by Sales.
  • Automate one-off and recurring invoice schedules
    Prepare single, recurring or staged invoices without separate billing spreadsheets.
  • Keep Finance review before invoices are issued
    Reduce manual work without giving up accounting control.
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5.0

on the Xero App Store (75+ reviews)

ScaleXP validates and maps an approved HubSpot deal into a draft Xero invoice for Finance review.
ScaleXP is an approved app for leading accounting & CRM systems — 2023 Xero Staff Pick and 2025 Xero Featured App
Green Pipedrive logo featuring the brand name in a modern font.
Salesforce logo displayed in a blue cloud shape with white text.
hubspot logo stylized in white and orange
Logo of Intuit QuickBooks with a green circle and white text.
Xero logo in blue text with a circular design element.
Logo of Zoho Books featuring a stylized letter B and the word Books in a modern font.
Stripe logo in purple lettering.

Manual invoicing creates unnecessary work between Sales and Finance

The information needed to invoice a customer often already exists in the CRM. But Finance still has to check, copy and recreate it in Xero or QuickBooks.

  • Repeated data entry slows invoicing.
  • Contract changes are easy to miss.
  • Separate spreadsheets create another source to reconcile.
A closed-won CRM deal being rebuilt by hand into spreadsheets, manual invoice checks and inconsistent reports.
Example shown: a closed-won CRM deal rebuilt by hand in spreadsheets and invoices.
A closed-won CRM deal being rebuilt by hand into spreadsheets, manual invoice checks and inconsistent reports.
Example shown: a closed-won CRM deal rebuilt by hand in spreadsheets and invoices.
Two panels connected by a red X: Xero, QuickBooks, and Zoho Books logos on the left, HubSpot, Salesforce, and Pipedrive logos on the right, illustrating a disconnect between accounting and CRM systems.

Rekeying customer and contract data creates delays and errors

A Closed Won deal is rarely finance-ready. Finance still has to verify customer details, products, pricing, dates, currency and billing terms before creating the invoice.

  • More manual checks
  • More opportunities for errors
  • Slower invoice creation
  • Greater risk of CRM and accounting data diverging
Two panels connected by a red X: Xero, QuickBooks, and Zoho Books logos on the left, HubSpot, Salesforce, and Pipedrive logos on the right, illustrating a disconnect between accounting and CRM systems.

Complex invoice schedules end up in spreadsheets

Recurring billing, deposits, milestones and staged payments can create multiple invoice dates and values. When those schedules sit outside the CRM and accounting system, Finance has another spreadsheet to maintain and reconcile.

  • More manual scheduling
  • Greater risk of missed invoices
  • Harder contract-to-invoice reconciliation
Seven disconnected records used to reconcile HubSpot deals, Xero invoices, revenue recognition, ARR, renewals and forecasts, with no single source of truth.
Seven disconnected records used to reconcile HubSpot deals, Xero invoices, revenue recognition, ARR, renewals and forecasts, with no single source of truth.
HubSpot, Salesforce and Pipedrive deals flowing into ScaleXP, which produces invoice outputs, revenue schedules, forecasts and reporting.

ScaleXP automates invoicing from approved sales data

ScaleXP turns customer, contract and billing information already captured by Sales into finance-ready invoice data for Xero or QuickBooks.

It does more than copy fields: Finance can see what was agreed, what should be invoiced and what has actually been billed.

  • Less rekeying — reuse customer, product and contract data.
  • Fewer billing gaps — keep contract terms connected to invoices.
  • Better control — preserve Finance review before finalization.
  • Connected data — use the same information for reporting and revenue recognition workflows.
HubSpot, Salesforce and Pipedrive deals flowing into ScaleXP, which produces invoice outputs, revenue schedules, forecasts and reporting.

Keep Finance review and approval in the workflow

Automation removes repetitive work without removing financial control. ScaleXP prepares invoice information from commercial data while Finance retains the appropriate review before it reaches Xero or QuickBooks.

  • Review customer and invoice details.
  • Check invoice timing and accounting treatment.
  • Reduce manual-entry errors.
  • Keep the accounting ledger as the financial system of record.
Five-step finance workflow showing CRM data from HubSpot, Salesforce, and Pipedrive connected with Xero and QuickBooks accounting data. Information flows through invoice preparation and finance review into revenue reporting dashboards covering recognized revenue, deferred revenue, accrued revenue, forecasts, SaaS metrics, and board reporting.
Five-step finance workflow showing CRM data from HubSpot, Salesforce, and Pipedrive connected with Xero and QuickBooks accounting data. Information flows through invoice preparation and finance review into revenue reporting dashboards covering recognized revenue, deferred revenue, accrued revenue, forecasts, SaaS metrics, and board reporting.
A closed-won CRM deal with billing frequency, product, quantity, price and contract dates mapped into a finance-reviewed QuickBooks invoice.
Example shown: HubSpot billing terms mapped to a QuickBooks invoice.

Automate one-off, recurring and staged invoice schedules

Customer contracts can create anything from a single invoice to a sequence of recurring or milestone payments. ScaleXP uses the agreed billing terms to prepare the required schedule without rebuilding it in a spreadsheet.

  • One-off invoices
  • Recurring invoices
  • Multiple invoices from one contract or deal
  • Different invoice dates and values
  • Implementation or milestone invoices
  • Multi-currency invoicing
CRM billing details including billing frequency, product, quantity, price and contract dates mapped into a finance-reviewed QuickBooks invoice.
Example shown: HubSpot billing terms mapped to a QuickBooks invoice.

Keep invoice and payment status visible to commercial teams

Sales and Customer Success should not need to ask Finance whether a customer has been invoiced or paid. ScaleXP makes relevant billing information available in the commercial workflow without requiring direct accounting-system access.

  • Make invoice status visible to commercial teams.
  • Make payment status available for CRM workflows.
  • Support faster follow-up on outstanding invoices.
  • Reduce routine billing-status requests to Finance.
Invoice and payment status shown inside a CRM deal record, with invoice numbers, amounts, statuses and payment dates.
Example shown: invoice and payment status inside a CRM deal record.
Connected CRM and accounting systems, with invoice and payment status shown inside a CRM deal record.
Example shown: invoice and payment status inside a CRM deal record.

Spend less time preparing invoices.
Keep more control.

ScaleXP removes repetitive work between approved sales data and accounting, helping Finance create invoices faster while keeping the commercial record, invoice schedule and accounting output connected.

Shorter invoice preparation cycles

Less copying between CRM and accounting.

Fewer billing errors

Reduce rekeying of prices, dates and customer data.

Clearer audit trail

Trace invoices back to the underlying commercial record.

Faster payment follow-up

Give commercial teams visibility without Finance chasing updates.

Built for Finance teams managing complex invoicing

  • SaaS teams invoicing from CRM data into Xero or QuickBooks
  • Finance teams managing recurring, staged or milestone invoices
  • Growing companies still maintaining billing schedules in spreadsheets
  • Teams needing Finance approval before invoices are finalized
  • Sales and Finance teams sharing customer billing responsibility
Businesswoman in a green blouse holding a tablet displaying financial data with Xero, HubSpot, and Intuit QuickBooks logos.
Businesswoman in a green blouse holding a tablet displaying financial data with Xero, HubSpot, and Intuit QuickBooks logos.
HubSpot commercial data and Xero accounting records feed one ScaleXP customer record for invoices, billing assurance, revenue recognition, metrics and forecasting.
Example shown: HubSpot and Xero.

Automate invoicing without replacing the systems you already use

Sales can continue working in HubSpot or Salesforce while Finance keeps Xero or QuickBooks as the accounting system of record. ScaleXP connects the information needed to move from sale to invoice.

For system-specific detail, see the HubSpot Xero integration and HubSpot QuickBooks integration pages, or our CRM billing and invoicing automation solution.

HubSpot commercial data and Xero accounting records feed one ScaleXP customer record for invoices, billing assurance, revenue recognition, metrics and forecasting.
Example shown: HubSpot and Xero.

Trusted by finance teams using Xero and QuickBooks

Customer result

Xero, budgets and HubSpot in one reporting process

Interrodata connected Xero, its budgets and HubSpot to ScaleXP, and now builds its branded SaaS reports from the combined data.

“ScaleXP has transformed our reporting process. We linked Xero, our budgets and HubSpot into ScaleXP... It now pulls information seamlessly and builds our branded SaaS reports.”

Chris

Interrodata

Automated invoicing software FAQs

Automated invoicing software turns approved customer, product and billing information into invoices with less manual data entry. ScaleXP connects commercial data with Xero or QuickBooks while keeping Finance review and the accounting system of record intact.

ScaleXP uses customer, product, pricing, contract and billing information to prepare invoice outputs for Xero or QuickBooks, reducing repeated data entry while retaining Finance review before finalization.

Yes. ScaleXP can use approved HubSpot or Salesforce deal data to prepare invoices for Xero or QuickBooks. For broader CRM-to-finance automation, see our CRM billing and invoicing automation solution.

Yes. ScaleXP supports one-off, recurring and multi-invoice workflows using agreed billing terms. Different invoice dates and values can be used for staged, recurring or milestone invoicing.

Yes. ScaleXP automates invoice preparation while retaining Finance control. Invoice details can be reviewed before they are finalized in Xero or QuickBooks.

ScaleXP can make invoice and payment information available to Sales and Customer Success without requiring direct access to Xero or QuickBooks. The information can also support CRM workflows and follow-up.

No. Xero or QuickBooks remains the accounting system of record. ScaleXP automates the work between commercial data and invoicing, reducing manual entry while keeping Finance control.

Automated invoicing focuses on creating accurate invoices from approved commercial data. Subscription billing manages recurring billing terms, subscription changes, renewals and billing schedules over the customer lifecycle. See ScaleXP’s subscription billing software for that broader requirement.

Only if you want it to. ScaleXP prepares the invoice from your CRM deal (customer, line items, dates and billing period) and creates it in Xero or QuickBooks, as a draft or approved, your choice. You can send it from there as you do today, so your invoice numbering, templates and reminders stay in your accounting system. Or you can switch on sending from ScaleXP Invoicing, which emails the invoice with a link to pay through your own payment provider. ScaleXP never takes the payment itself.