Simplifying RevOps: Common Challenges in Payment and Invoicing

Many teams lose time and money because of simple issues like billing errors, late payments, and hard-to-use payment systems.

These problems slow down cash flow and make the customer experience harder than it needs to be. But with the right tools, you can make the process easier, for both your team and your customers.

Let’s look at three common payment and invoicing challenges and show how HubSpot helps solve them. The goal: fewer errors, faster payments, and a smoother workflow from quote to cash.

3 Common Revenue Challenges and How to Fix Them with HubSpot

Payment and invoicing might seem like back-office work, but it has a real impact on your bottom line. When these processes break down, it doesn’t just slow things down—it creates confusion, delays your income, and makes customers feel frustrated.

Let’s walk through three of the most common challenges and how you can solve each one using tools in HubSpot.

Challenge #1: Invoicing Errors That Slow You Down

Small mistakes on invoices, like a missing shipping address or wrong contact, can lead to big headaches. 

Customers might delay payment, ask for corrections, or send it back. That back-and-forth takes up time and can hurt cash flow. These mistakes also make your business look less professional, even when the rest of your work is solid.

And the truth is, these errors happen more often when teams are switching between multiple systems or copying data manually. 

A recent study showed only 28% of companies were still processing B2B transactions manually, because too many have seen how slow and error-prone that method can be.

Solution: Add Shipping Addresses to Invoices

With HubSpot, you can include a shipping address directly on the invoice. This small step makes a big difference, it shows customers exactly where the product or service is headed, reduces confusion, and cuts down on the chances of billing mistakes.

When everything is done inside HubSpot, your invoice automatically pulls in data from the deal, contact, or quote, no need to copy and paste or jump between tools. You can even save a default address format so it stays consistent every time.

To add a shipping address:

• Open the invoice in HubSpot
• Scroll to the Shipping Address section
• Click Add, then type in the address details
• Hit Save to include it in the invoice

This helps your team move faster and helps your customers trust the process.

Challenge #2: Payment Collection Takes Too Long

Even after you send a clean, accurate invoice, there’s often a new problem: waiting to get paid.

If you’re relying on manual follow-ups, busy customers might forget, or they might miss your email altogether. 

That means someone on your team has to spend time tracking down unpaid invoices. That adds stress, delays your revenue, and takes attention away from more important work.

According to a global report, 54% of companies say speed of payment is the top reason they choose one payment solution over another. That means businesses aren’t just looking for ways to collect money, they're looking for faster ways to do it.

Solution: Use Automated Email Reminders in HubSpot

Instead of chasing down late payments yourself, you can use HubSpot to send gentle, automatic reminders based on the invoice’s due date.

Once your invoice is finalized and sent, HubSpot can track whether it’s been paid. If not, the system will send a reminder email to the customer—no extra work needed from your team.

To turn this on, just go to your invoice settings in HubSpot. Look for the option that says “Send automated reminder emails” and toggle it on. You can choose when reminders should go out, like a few days before the due date or a week after.

Here’s what you can control:

• When reminders are sent (before or after the due date)
• How often they’re sent (just once or in a series)
• Who gets them (based on the contact linked to the invoice)

This means you don’t have to follow up manually, and your customers stay on track without feeling pressured. It’s a small change that makes a big difference: fewer overdue payments, faster collections, and more time for your team to focus on growth, not babysitting invoices.

Challenge #3: Clunky Repeat Transactions

Customers who come back to buy again shouldn’t have to start from scratch every time. But if they need to re-enter their payment details or go through a long checkout process, they might give up or delay the purchase.

This kind of friction doesn’t just slow things down. It can cost you future revenue and create a forgettable customer experience.

And here’s why it matters: 48% of shoppers say it’s highly important to have different payment options. If your system doesn’t support fast, flexible ways to pay—especially for returning customers—you’re giving them a reason to look elsewhere.

Solution: Let HubSpot Store Payment Methods for Future Use

HubSpot makes it easy to securely store a customer’s payment method, so the next time they buy from you, they can check out in seconds. You can turn this on during the invoice setup or at checkout when sending a payment link or quote.

Once a payment method is stored, you can charge it directly from HubSpot—no need to ask the customer to enter their details again.

Here’s how to set it up:

• In the Payment Collection section of the invoice or quote, toggle on
  “Collect your customer’s payment details at checkout for future charges
  
• When the customer pays, HubSpot will store their card or bank info securely
• For future transactions, select “Charge invoice using a stored payment method” during setup

This keeps things simple for both sides: your team can move faster, and customers enjoy a quick, seamless experience.

Other Ways to Improve Your Payment Process

Once you've solved the big issues, like invoice errors, late payments, and clunky checkouts, there are a few other small changes you can make to improve your system even more. 

These aren’t hard to do, but they can have a big impact on how smooth and reliable your payment process feels. Here are some ideas to help you go further:

1. Track Payments in One Place

HubSpot automatically creates a payment record every time someone pays an invoice, quote, or payment link. These records show up in your Payments dashboard, where you can filter by:

• Payment status (processing, succeeded, failed)
• Payment method (card, ACH, etc.)
• Amount or date

You can also download reports or view details like refunds, payout history, or transaction fees. This gives you a full picture of your revenue without juggling spreadsheets.

2. Record Manual Payments When Needed

If a customer pays outside of HubSpot, maybe by cash or a bank transfer, you can still keep things tidy. Just go to the invoice, click “Record payment,” and enter the payment info manually.

You can also apply an existing payment to an invoice by searching for the contact, amount, or payment ID. This keeps your records complete, even for offline or backdated payments.

3. Use Payment Links or Quotes for Fast Transactions

In HubSpot, you don’t always need to send a full invoice. If you just want to collect payment fast, you can:

• Create a payment link and send it to the customer
• Convert a quote into a payment-ready invoice with a few clicks

This is perfect for quick sales, deposits, or one-time services. Payments are automatically tracked and connected to the right contact or deal.

4. Customize Invoices with Your Brand

Want your invoices to look polished and on-brand? HubSpot lets you:

• Add your logo and company colors
  
• Edit the From name and reply-to email
• Add custom messages or notes to the invoice

You can update all of this under Branding settings, and it applies across all your payment tools, so your business looks professional no matter who’s sending the invoice.

5. Keep Payment Info Safe and Secure

When customers pay using HubSpot or Stripe, their payment details are stored securely using encrypted systems. You don’t need to handle or store card info yourself.

Just make sure your team isn’t submitting payments on behalf of customers from a non-private browser window. 

HubSpot uses cookies to link activity, so this can cause payment records to get tied to the wrong person. If that happens, you can go into the payment record and update the associated contact.

Wrapping Up Your Payment Process

A smooth payment system doesn’t just help your team. It also helps your whole business grow. Fixing common issues like invoicing errors, delayed payments, and clunky checkouts, helps you create a better experience for your customers and keep your cash flow steady. 

HubSpot makes this easier by putting everything in one place, so you can spend less time managing tools and more time growing your business. Start with the basics, like adding shipping details, setting up automated reminders, and storing payment methods for faster checkouts. 

From there, you can track payments, manage manual entries, and customize the entire process to fit your brand. These small changes make a big difference over time.

Ready to Simplify Revenue Operations?

Origin 63 helps teams get more from HubSpot faster. Whether you're just getting started or looking to improve how you use payments, quotes, and invoices, we can help you set up the right tools, the right way.

Work with us to build a system that’s not just functional, but strategic.