Integrating invoicing capabilities into customer relationship management (CRM) software streamlines your business operations.
Choosing the right CRM with integrated invoicing ensures a smooth and efficient process for managing customer interactions, sales transactions and financial records. It helps you create more efficient workflows and catch valuable insights.
In this article, we’ll explain the essential factors to consider, highlight the must-have features and showcase some leading CRM platforms with invoicing integration.
What is a CRM invoice?
A CRM invoice is a bill created and managed using Customer Relationship Management (CRM) software.
A CRM system is software that helps businesses track their customers, sales and interactions.
An invoice integration means you can use customer data and insights stored within the CRM system to create accurate, personalized invoices.
Consolidating customer information and financial transactions within a single platform lets you track sales, manage customer interactions and generate invoices all in one place, so you can improve efficiency and productivity.
Why you need invoicing functionality in a CRM
CRM invoicing functionality has plenty of benefits. Here are some of the top benefits of a CRM invoice:
Seamless sales-to-payment workflow
Integrating invoicing functionality creates a smooth, uninterrupted process from the initial sale to the final payment.
Sales reps create invoices directly from closed deals, eliminating the need to switch between systems. The fluid setup helps sales and finance work better together.
When everything is connected, it’s easier to keep track of the process. Your sales team can focus on selling, knowing that billing will happen quickly and correctly at the end of the sales cycle.
It also provides a smoother process, improving your customer experience.
Improved client insights
Integrating invoicing with your CRM provides valuable insights into clients’ behavior and preferences. Invoice data gives a deeper understanding of purchasing patterns, payment history and your overall financial health.
You can look at details like:
Purchase frequency. How often do clients make purchases?
Average order value. What’s the typical amount clients spend per transaction?
Payment habits. Do clients pay invoices on time or are they sometimes late?
Preferred payment methods. Do clients prefer to pay by credit card, bank transfer or other methods?
Detailed insights like these help you decide how to approach customers and prioritize leads. They allow you to tailor marketing campaigns and identify potential opportunities for upselling or cross-selling.
Improved cash flow management
CRM tools with invoicing features keep your business’s money flowing smoothly. They give you a clear view of who owes you money and when it’s due.
Understanding your cash flow allows you to better plan for the future. It enables you to make decisions about investments or expenses and be certain you have the funds to cover your operational costs.
It also helps you spot problems early, like late-paying clients, so you can take proactive steps to keep cash flowing. Proper CRM implementation of these features improves your financial management processes.
Increased efficiency and reduced errors
Having all your data in one place saves time and reduces mistakes.
When reps make a sale, the CRM already has all the important details like customer information, product details and prices. You can create invoices quickly, often with just a few clicks.
Take the time to ensure your employees get a good introduction to your CRM software. Effective CRM onboarding ensures your team can fully utilize these time-saving features.
For instance, Pipedrive’s invoicing integration offers simple forms that help you populate an invoice.
It draws from existing CRM data, so all the customer details are correct.
The CRM also helps you stay organized. You can easily find any invoice you need and see its status, reducing the risk of losing track of payments or accidentally billing for the same order twice.
Professionalism and brand consistency
Integrating invoicing into your CRM system lets you present a cohesive brand image across all customer touchpoints, from initial contact to final payment. It builds trust and credibility and strengthens customer relationships.
Here are some benefits of invoicing consistency:
Standardized branding. Your CRM supports designing a polished invoice template incorporating your logo, brand colors and preferred fonts. Every bill you send reinforces your business identity.
Tailored content. Customize your invoices to include all necessary information, from contact details to payment terms. You can add messages or promotions for specific clients.
Increased brand recognition. A consistent invoice design across all transactions helps customers identify and remember your brand. It gives a sense of reliability and attention to detail, boosting customer confidence in your business.
Unified team. A shared template ensures all sales team members create invoices with the same professional format and information. Consistency prevents confusion that can arise when different employees create invoices with varying formats or information.
Key features to look for in CRM Software with invoicing
Identify your pain points and goals to decide what’s important for your business. Do you want to streamline your invoicing process? Improve customer relationships? Gain better insights into your sales data? Make a list of what you need and prioritize each feature, then refer to it when researching your options.
Let’s explore the must-have features of a CRM with invoicing. These features all support CRM best practices so you can maximize your investment.
Customizable invoice templates
Customizable invoice templates allow you to create invoices tailored to your branding and specific needs.
Consolidating invoices within your CRM eliminates the need for separate software, maintains consistent branding and ensures every invoice contains accurate information.
A good system should allow you to:
Add your company logo
Use your brand colors and fonts
Change the layout of the invoice to suit your needs
Include custom fields for specific information your business requires (for example, company and customer details, payment terms and due dates, item descriptions and prices)
You should also be able to create multiple templates for different purposes. For example, you might want one template for regular invoices and another for recurring bills.
Before finalizing a template, check how it’ll look when you send it to clients. You’ll catch any issues beforehand.
Automated invoice generation and delivery
Look for a CRM system that automatically generates and delivers customer invoices based on predefined triggers like deal closure or project completion. Automated task management like this saves time, minimizes mistakes and delivers invoices on schedule, resulting in quicker payouts.
The CRM should also offer multiple ways to send invoices, such as email, PDF attachment or a client portal. Multiple delivery methods ensure invoices reach customers through their preferred channel, increasing the likelihood of prompt payment.
Payment tracking and reminders
Look for a system that lets you track payments and easily send reminders for outstanding invoices.
Payment tracking gives you a visual overview of which invoices are paid, pending or overdue at a glance. The system should automatically update when payments come in to keep your records accurate.
Reminders ensure payments happen on time and provide a higher level of customer support. Custom reminders that go out at specific times, like a few days before the due date or shortly after, help reduce the likelihood of unpaid invoices.
Integration with payment gateways
Ensure your CRM system connects directly to online payment processors like PayPal, Stripe or Square. Integrations like these allow customers to pay invoices online using their preferred payment method.
Here’s why this integration is important:
Improved payment speed. Customers can pay invoices instantly with just a few clicks.
Convenience. Offering multiple payment options through online gateways makes paying more convenient for customers.
Improved cash flow. Faster payments and reduced errors lead to a more predictable and healthy cash flow for your business.
Reporting and analytics
Want to know which clients consistently pay on time or identify your most profitable services?
Robust sales reports and insights can answer these questions, allowing you to improve your cash flow and client relationships proactively.
Look for a CRM that offers a variety of report types, from high-level summaries to in-depth analyses. Some also come with customizable reports, so you can tailor the information to your business needs.
Recurring invoice management
Invoice management for recurring revenue is a must-have for businesses with subscription-based services. Automate invoice creation and delivery at predetermined intervals to save time and ensure consistent cash flow.
Find a CRM that allows you to:
Define the frequency (monthly, quarterly, annually, etc.) and duration of recurring invoices
Tailor each recurring invoice with specific products, services or pricing details
Ensure timely delivery of recurring invoices via email or other preferred channels
Easily modify or cancel recurring invoices as needed for particular customers or situations
Monitor the payment status of recurring invoices to identify any issues or delays
Automating your recurring billing process reduces manual effort, minimizes errors and ensures a steady revenue stream.
Multi-currency support
If your business has clients overseas or operates in multiple countries, your CRM should have invoicing functionality in multiple currencies.
For instance, it should:
Automatically convert currencies based on real-time exchange rates to ensure accurate billing
Track payments in different currencies to reconcile them with your accounting records
Generate reports in multiple currencies to get insights into your financial performance across different markets and currencies
Multi-currency support simplifies your invoicing process with international clients, eliminates the need for manual currency conversions and ensures accurate billing.
Tax calculations
Choosing a system that automates tax calculations based on location and product type eliminates guesswork (and errors).
Look for features that simplify tax reporting, such as exporting tax-related data in formats compatible with common accounting software. Easier exporting helps you prepare for tax filings and audits, reducing the stress and time involved in tax season preparation.
The top 5 CRM invoicing solutions
Here, we’ll explore some of the top providers in the market. Each CRM solution offers unique features and benefits. Decide which features are the most important for your organization to choose the best CRM for your business needs.
1. Pipedrive
Pipedrive is the ultimate sales-focused CRM that simplifies business operations by integrating invoicing capabilities through QuickBooks accounting software.
Manage your entire sales journey – from the first client interaction to the final payment – all within Pipedrive’s intuitive user interface.
Key features
Opting for the combined Pipedrive-Quickbooks solution gives you a CRM with an invoicing solution custom-made for your business. Combining the two allows you to:
Streamline sales and invoicing management. The CRM’s customizable sales pipeline gives your sales reps a clear overview of deal positions while allowing invoice creation and management directly within the platform.
Enhance financial oversight. Combining Pipedrive with QuickBooks or other integrations that enable payments and tracking gives you comprehensive financial management. Automatically populate invoice data from CRM records and sync your product catalog between the two platforms.
Customize your invoicing process to meet your needs. Pipedrive’s highly customizable platform lets you tailor invoice fields, track invoice lifecycles and view invoice overviews in the deal-side panel.
Ensure tax compliance and accurate calculations. The integration with QuickBooks allows for proper tax calculations and helps maintain compliance with various tax regulations, reducing the risk of errors in your invoicing process.
Who is Pipedrive best for?
Pipedrive’s integration with QuickBooks gives you a clear overview of your pipeline while managing invoices efficiently. The platform’s flexibility and extensive integration options make it a good fit for companies looking to customize their CRM and invoicing workflow to match their unique business processes.
2. Zoho Invoice CRM integration
Zoho Invoice is a cloud-based invoicing software that integrates with Zoho’s sales CRM (as well as other CRM solutions) to help businesses create and send professional invoices, track payments and manage expenses.
Zoho Invoice integrates with customer relationship management, enabling businesses to manage sales, customer data and invoicing from a single platform.
Key features
Zoho Invoices features include:
Multi-language invoicing support
Multiple invoice delivery options (SMS, email, customer portal)
Automated payment reminders
Time and expense tracking for billable hours
A customer portal for self-service invoice viewing and payment
iOS and Android apps for on-the-go invoice management
Who is Zoho Invoice CRM integration best for?
Zoho’s CRM with invoicing would suit service-based businesses or freelancers on a budget who need to track time and expenses.
The platform’s versatility and mobile app make it useful for companies that need flexibility in managing their sales and invoicing processes, whether in the office or on the go.
The Zoho Books integration for Pipedrive includes the Zoho Invoice features plus a complete bookkeeping system. It offers the best of both worlds, combining Pipedrive’s powerful CRM functionality with financial management and invoicing.
3. HubSpot
The HubSpot CRM platform focuses on improving customer relationships and streamlining business processes. Primarily known for its marketing and sales capabilities, HubSpot also offers invoicing features through its Commerce Hub.
You can handle the entire sales process within HubSpot’s platform, from lead management to payment collection.
Key features
HubSpot has a range of invoicing features, including:
Automated invoice generation from deals and quotes
A user-friendly invoice builder
Hosting invoices on your domain for a professional appearance
Direct checkout from invoices for faster payments
Robust invoice reporting and analytics
Invoice permissions for team management
Integration with other HubSpot products for a unified business ecosystem
Who is HubSpot best for?
HubSpot would work for businesses looking to market, sell, and provide customer service and invoices from the same place. It can help companies provide better user experiences and manage their entire customer lifecycle within one platform.
4. Bitrix24
Bitrix24 offers a range of tools for communication, project management, CRM and website creation.
Using this tool, you can manage sales tasks, customers and projects from one place.
Key features
Some of Bitrix24’s features include:
Customizable quote and invoice templates
One-click conversion to turn quotes into invoices
Email or PDF invoice delivery options
Integration with other Bitrix24 tools for project management and communication
Currency and tax support for international clients
Who is Bitrix24 best for?
Bitrix24’s invoicing tool could work for medium-sized to small businesses seeking an all-in-one customer relationship management and billing solution.
It offers unlimited quotes and invoices, making it useful for companies with high invoice volumes. It also focuses on customization and internationalization, which could be helpful to businesses with a global audience working in multiple currencies.
5. Monday.com CRM
Monday.com Sales CRM combines customer relationship management tools with invoicing capabilities.
Monday.com allows teams to create, send and track invoices within their CRM workflow.
Key features
Monday.com Sales CRM has features like:
A Quotes and Invoices app for easy generation and sending of invoices
Customizable invoice templates for consistent branding
CRM workflow automations for streamlined processes
Seamless integrations with other business tools
Email capabilities for invoice communication and notifications
Who is Monday.com CRM best for?
Monday.com’s CRM offers a customizable solution for businesses to manage their sales process and invoicing. The platform’s no-code nature means users don’t need a technical background to use it.
Final thoughts
CRM systems with integrated invoicing capabilities offer a powerful combination for managing customer relationships and financial transactions.
However, some businesses may prefer to combine a CRM with a dedicated invoicing tool, even though these integrated solutions provide convenience and streamlined workflows.
Before choosing a solution, consider which features are essential to your operation. Consider ease of use, customization options, automation capabilities and integration possibilities with other tools.
Ultimately, a CRM with robust invoicing features – or integrating a top-tier CRM with specialized invoicing software (like Pipedrive does with Quickbooks) – can provide the best of both worlds. Using this approach, you can streamline your finances while enhancing customer relationships.
