How to Invoice from Your CRM
To invoice from a CRM, you need either built-in invoicing (Lead16) or an integration with invoicing software (QuickBooks, FreshBooks, Stripe). Lead16 lets you create invoices directly from lead records in 2 clicks. Most other CRMs (Salesforce, HubSpot, Pipedrive) require $10-50/month invoicing software plus integration setup.
Why Invoice from Your CRM?
✓ Benefits
- No duplicate data entry
- All customer info in one place
- Invoice linked to sales pipeline
- Track revenue vs pipeline automatically
- Save $10-50/month on separate billing software
- Faster invoicing (2 clicks vs 10+ clicks)
✗ Using Separate Billing Software
- Copy customer data manually
- Switch between 2-3 tools
- Invoices disconnected from deals
- Manual revenue reconciliation
- Pay $10-50/month extra
- Slower process, more errors
Method 1: Use a CRM with Built-in Invoicing (Easiest)
The simplest way to invoice from CRM is to use a CRM that includes invoicing. Lead16 is the only major CRM with professional invoicing built-in.
How to Invoice from Lead16
Go to your lead's detail page
Customer details auto-fill from lead
Enter products, quantities, and prices
Email directly or download PDF
- ✓ Professional invoice templates
- ✓ Recurring billing (monthly, quarterly, annually)
- ✓ Payment tracking and status
- ✓ Automatic MRR calculation
- ✓ Multi-line item support
- ✓ Tax and discount calculations
- ✓ Custom branding (logo, colors)
Method 2: Integrate Invoicing Software (More Complex)
If you're using Salesforce, HubSpot, Pipedrive, or another CRM without built-in invoicing, you'll need to integrate third-party software.
Popular CRM + Invoicing Integrations
| CRM | Invoicing Options | Cost | Setup Difficulty |
|---|---|---|---|
| Lead16 | Built-in (no integration needed) | $0-99/mo (included) | None (native) |
| Salesforce | QuickBooks, Stripe, Zuora, FreshBooks | $30-200/mo + CRM cost | Complex |
| HubSpot | QuickBooks, Stripe, Xero, PandaDoc | $30-100/mo + CRM cost | Moderate |
| Pipedrive | QuickBooks, Xero, Stripe, FreshBooks | $15-50/mo + CRM cost | Moderate |
How to Set Up CRM + Invoicing Integration
- Choose invoicing software - QuickBooks (comprehensive), FreshBooks (simple), Stripe (subscription-focused)
- Sign up for separate account - $15-200/month depending on plan
- Connect to CRM - Install integration/plugin (may require paid app)
- Configure field mapping - Map CRM fields to invoice fields
- Test the integration - Create test invoice from CRM
- Train your team - Learn the new workflow
- Sync delays (not real-time)
- Field mapping errors
- Broken integrations after updates
- Support issues (CRM vs invoicing vendor)
- Additional monthly costs ($10-200)
CRM Invoicing Options Compared
Lead16 Built-in Invoicing
Pros:
- ✓ No additional software needed
- ✓ $0 extra cost (included in CRM)
- ✓ Works in 2 clicks from lead page
- ✓ Automatic MRR tracking
- ✓ Recurring invoices built-in
- ✓ Perfect data sync (same system)
Cons:
- - Fewer accounting features vs QuickBooks
- - Can't file taxes from Lead16
Salesforce + QuickBooks
Pros:
- ✓ Full accounting features
- ✓ Tax preparation support
- ✓ Accountant-friendly
Cons:
- - Expensive ($30-200/mo for QuickBooks + Salesforce)
- - Complex setup
- - Sync delays
- - Two systems to manage
HubSpot + Stripe
Pros:
- ✓ Good for subscription billing
- ✓ Online payments
- ✓ Developer-friendly
Cons:
- - 0.5% transaction fee
- - Requires coding for customization
- - Limited invoice customization
Cost Comparison: Built-in vs Integrated Invoicing
| Solution | Setup Time | Monthly Cost | Total First Year |
|---|---|---|---|
| Lead16 (built-in) | 5 minutes | $0-99 | $0-1,188 |
| Salesforce + QuickBooks | 2-4 hours | $155-500 | $1,860-6,000 |
| HubSpot + FreshBooks | 1-2 hours | $15-1,650 | $180-19,800 |
| Pipedrive + Xero | 1 hour | $44-129 | $528-1,548 |
When to Use Each Approach
Use Built-in Invoicing (Lead16) If:
- You're a small business (1-50 employees)
- You want simple, fast invoicing
- You don't need complex accounting features
- You want to save $500-5,000/year
- You prefer one tool over multiple systems
Use CRM + QuickBooks Integration If:
- You have a dedicated accounting department
- You need tax preparation support
- Your accountant requires QuickBooks files
- You have complex accounting needs (inventory, job costing, etc.)
Step-by-Step: Invoice from Lead16 (Detailed)
Here's the complete workflow for invoicing from Lead16:
1. Set Up Company Details (One-Time)
- Go to Settings → Company
- Add your company name, address, logo
- Set default payment terms (Net 30, Due on Receipt, etc.)
- Add tax rates if applicable
2. Create Invoice from Lead
- Open any lead in your pipeline
- Click "Create Invoice" button
- Customer details auto-fill from lead
- Add line items (products/services)
- Set quantities and prices
- Apply discounts or taxes if needed
3. Configure Recurring Billing (Optional)
- Toggle "Recurring Invoice"
- Choose frequency (monthly, quarterly, annually)
- Set start date and end date (or ongoing)
- Invoice auto-generates and sends each period
- MRR tracking updates automatically for recurring invoices
4. Send Invoice
- Preview the invoice
- Click "Send" to email customer
- Or download PDF to send manually
- Invoice status changes to "Sent"
5. Track Payment
- Customer receives invoice via email
- When paid, mark invoice as "Paid" in Lead16
- MRR automatically updates
- Payment history attached to lead
Frequently Asked Questions
Can I accept online payments through CRM invoicing?
With Lead16, you can include payment links in invoices (Stripe, PayPal). With integrated solutions (Salesforce + Stripe), you can process payments directly. Most CRM invoicing tracks payment status but doesn't process payments itself.
Do CRM invoices work with my accountant?
Yes. Lead16 exports invoices to PDF and CSV for your accountant. If your accountant requires QuickBooks specifically, you may need the integrated approach or manual export from Lead16 into QuickBooks.
Can I customize invoice templates?
Lead16 offers customizable templates (add logo, change colors, custom fields). QuickBooks and FreshBooks have more design options. Stripe has limited customization.
Getting Started
Try Built-in CRM Invoicing Free
Lead16 includes professional invoicing at no extra cost. Create invoices in 2 clicks from any lead. No integration setup, no monthly fees for separate billing software.