Turn Closed Deals into Instant Revenue Ops

Why This Matters

• Accelerates revenue recognition by invoicing immediately after close
• Removes manual handoffs between sales and finance
• Improves cash flow with faster billing cycles

Prerequisites

• Sales Hub Professional or Enterprise (for deal-based workflows)
• Payments/Invoices tool enabled in your account
• Line items added to deals
• Billing contact associated with the deal

Step-by-Step Implementation

Step 1: Create a Deal-Based Workflow

1. Navigate to Automation → Workflows
2. Click Create workflow
3. Select From scratch
4. Choose Deal-based workflow
5. Click Next

Step 2: Set Enrollment Trigger

1. Click Set trigger
2. Configure:
   • Deal stage → is any of → Closed Won
3. Apply filter
4. Click Save

Step 3: Add Invoice Creation Action

1. Click + Add action
2. Select Create invoice from deal
3. Configure:
   • Include line items → Enabled
   • Billing contact → Use associated contact (ensure correct association label if applicable)
4. Save action

Step 4: Add Follow-Up Actions

A. Send Invoice Email

1. Click + Add action
2. Select Send email
3. Choose a pre-built invoice email or create one
4. Ensure personalization tokens include:
   • Invoice link
   • Contact name
5. Save

B. Notify Finance Team

1. Click + Add action
2. Select Send internal email notification
3. Configure recipients (finance team or shared inbox)
4. Include deal + invoice details
5. Save

Step 5: Review and Activate

1. Click Review
2. Validate:
   • Trigger accuracy
   • Required associations (contact + line items)
3. Click Turn on

Expected Outcome

• Invoices generated instantly upon deal close
• No operational lag between sales and billing
• Faster cash collection cycles

Common Pitfalls

• Missing line items → invoice fails to generate
• No associated billing contact → invoice cannot be sent
• Incorrect deal stage mapping → workflow won’t trigger

Optimisation Tips

• Add a delay (e.g., 5–10 minutes) before invoice creation if integrations update data post-close
• Use branching logic for different billing scenarios (e.g., subscription vs one-time)
• Log invoice creation in a custom property for reporting