1. Set up your company details (once)

1. Open Company details.
2. Upload your logo and fill in your name, address, company and VAT numbers, and bank details.
3. Choose an accent colour and a reference prefix, then Save changes. Every statement uses these from then on.

2. Produce a statement of account

1. Open Statement of account and search for the customer by their HubSpot company name.
2. Pick a period. The To date is the statement date: ageing and the amount due are calculated as at that date.
3. Select Generate. If the customer is billed in more than one currency, choose the currency; each currency gets its own statement.
4. Select Print / save PDF and choose "Save as PDF" in the print window.
5. Select Copy email text for a ready-made covering note, paste it into an email and attach the PDF.

3. Produce a subscription statement

Open Subscription statement, choose the customer and period, and select Generate. It lists each subscription with its status, billing frequency, next charge and every payment taken in the period.

Letting customers pay online

Under Company details, paste a payment link into Pay online link. This can be a Stripe Payment Link, PayPal.me, GoCardless or any card payment page. Each statement of account then shows a button with the balance due, and the link is added to the email text. Put {reference} or {amount} in the link and CoreBalance fills in that statement's reference and balance. For a Stripe Payment Link, set the price to Customer chooses so it works for any amount. If you invoice in more than one currency, add one link per line starting with the currency code (for example CAD https://…) and each statement uses the link in its own currency. You can also set a card handling fee percentage, which is added to the card amount only; bank transfer stays fee-free.

Payments recorded in Xero

If you record customer payments in Xero, open Company details and choose Connect Xero. Statements of account then take payments from Xero instead of HubSpot: invoice payments and money received from the customer. Each HubSpot company is matched to the Xero contact with the same name. Payments are matched to invoices by invoice number, or by an invoice number quoted in the payment reference. Anything that can't be matched shows as a payment on account. CoreBalance only reads from Xero.

From inside HubSpot

On any company record, the CoreBalance card shows the balance, overdue amount and ageing. Select Open statement to go straight to that customer's statement.

What the statement includes

• Opening balance brought forward, every invoice and payment in the period, and a running balance.
• Ageing as at the statement date: current, 1–30, 31–60, 61–90 and over 90 days.
• A list of the invoices still outstanding, and your remittance details.

Where the figures come from

• Invoices: open and paid HubSpot invoices on the company, or on its contacts. Drafts and voided invoices are left out.
• Payments: HubSpot payment records. If an invoice was marked paid in HubSpot with no payment record (for example a bank transfer), CoreBalance adds a line "Against INV-…" so the statement agrees with HubSpot's balance due.
• Unapplied payments are set against the oldest outstanding invoices for ageing.

Getting help

Email corebalance@alnovagroup.com. See also our pricing, Terms of Service and Privacy Policy.