1Install
- Select Install CoreBalance above, or install it from the HubSpot App Marketplace.
- Choose your HubSpot account and approve the permissions. CoreBalance only reads data; it never changes anything in HubSpot.
- You'll arrive in CoreBalance. Add your company details, then subscribe under Plan & billing (£9.99 a month or £84.99 a year) to start producing statements.
You need a HubSpot account that uses HubSpot invoices. Subscription statements also need HubSpot payments or Stripe payment processing set up in HubSpot, because that is where HubSpot subscriptions come from.
2Add your company details
- Open Company details.
- Upload your logo and enter your company name, address, company number, VAT or tax number, contact details and bank details.
- Choose an accent colour, a statement reference prefix and your date format, then Save changes.
3Send a statement of account
- Open Statement of account and search for the customer by HubSpot company name.
- Choose a period. The To date is the statement date; ageing and the amount due are calculated as at that date.
- Select Generate, then Print / save PDF.
- Select Copy email text for a ready-written covering note, and attach the PDF.
You can also open any company record in HubSpot and use the CoreBalance card to see the balance and ageing, then select Open statement.
4Send a subscription statement
Open Subscription statement, choose the customer and period, and select Generate. Each subscription shows its status, billing frequency, next charge, line items 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.
5How the figures are worked out
| Item | Source in HubSpot |
|---|---|
| Invoices | Open and paid invoices linked to the company or its contacts. Draft and voided invoices are left out. |
| Payments | Payment records linked to the company or its invoices, net of refunds. Failed payments are left out. |
| Invoices marked paid without a payment record | A payment line is added so the statement matches HubSpot's balance due. |
| Payments not linked to an invoice | Set against the oldest outstanding invoice for ageing; any excess shows as credit on account. |
| Currencies | Each currency has its own statement. Choose the currency after selecting Generate. |
6Data and permissions
- Read-only access to companies, contacts, invoices, payments, line items and subscriptions.
- CoreBalance stores your company details and logo, and your HubSpot connection (encrypted). Statements are generated on request and are not stored.
- Uninstalling CoreBalance from HubSpot removes its access immediately.
?Support
Email corebalance@alnovagroup.com.