SOP | How to Create and Charge a One-Time Initiation Fee in HubSpot

Step-by-Step Instructions

1. In HubSpot, navigate to the Companies section.

2. Locate and open the company for which you are creating the initiation fee.

3. Scroll down to find the Commerce Hub box (approximately in the middle of the page).

4. Hover over the Commerce Hub box and click Invoices.

5. In the top-right corner, click Create → Create One-Time Invoice.

6. Add the Contact for the invoice — this will be available in your task list.

7. Add the Company associated with the invoice — also found in your task list.

8. Check the option Same as Company Address for the billing address.

9. From the Product Library, select Initiation Fee Add.

10. Update the Price field to reflect the correct initiation fee amount (e.g., $2,000, $500, etc.).

11. Note: Since Sales collects the card information on the contact, you do not need to select the card manually.

12. Click Charge Invoice.

13. Once clicked, HubSpot will immediately charge the initiation fee to the customer’s stored payment method.

Video Walkthrough:

https://drive.google.com/file/d/1OPMRHaJXsMrWn8azb00Qw5aDQ-PLyD86/view

Troubleshooting & FAQs

Q: What if I can’t find the “Initiation Fee Add” item in the Product Library?
A: Confirm that the product has been added to the Product Library and that your user permissions allow invoice creation. Contact the Technology or Sales Operations team if missing.

Q: What happens if the card on file is invalid or missing?
A: The invoice will fail to process. In that case, notify Sales to update the payment information on the contact record.

Ownership

Technology Manager