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HubSpot payments: choosing a payment processing option

Understand the differences between HubSpot payments and Stripe payment processing, including payment tools, suitability and governance considerations.

HubSpot’s payment tools allow organisations to collect and track payments alongside CRM records such as contacts, companies, deals, invoices, subscriptions and payments.

This can give sales, service and finance teams greater visibility into payment activity without requiring them to move between separate systems for every update.

To collect payments through HubSpot, you must choose a supported payment processor: HubSpot payments or Stripe payment processing. The right choice depends on your organisation’s location, existing systems and financial requirements.

How payments work in HubSpot

Once a payment processor has been configured, organisations can use supported HubSpot revenue tools to collect one-off or recurring payments.

Depending on your HubSpot subscription and configuration, collection channels can include:

  • Payment links
  • Invoices
  • Quotes
  • Subscriptions
  • Forms that redirect visitors to a payment link
  • Payment modules or embedded checkout experiences

Payment activity can then be associated with relevant CRM records and reviewed within HubSpot.

HubSpot provides the customer-facing tools and CRM visibility, while payment processing is handled through either HubSpot payments or a connected Stripe account.

HubSpot payments

HubSpot payments is HubSpot’s built-in payment processing option.

It is currently available to eligible organisations using a paid version of HubSpot in:

  • The United Kingdom
  • The United States
  • Canada

The organisation must also have a bank account in the same country in which it is registered. Eligibility is subject to underwriting and restrictions relating to certain industries, products and services.

HubSpot payments may be suitable when your organisation:

  • Wants a payment setup managed primarily through HubSpot
  • Does not already have an established payment processor
  • Wants payment activity closely connected with HubSpot’s revenue tools
  • Meets HubSpot’s regional and underwriting requirements

Although HubSpot payments uses Stripe infrastructure, it is not the same as connecting your organisation’s existing Stripe account.

Stripe payment processing

HubSpot also allows organisations to connect an existing Stripe account as their payment processing option.

With Stripe payment processing:

  • Customers use HubSpot’s supported payment collection channels
  • Payments are processed through the connected Stripe account
  • Transaction information is available within HubSpot
  • Payment and fee information is synchronised with Stripe
  • Stripe remains the processor and manages Stripe-specific settings and reporting

Stripe payment processing is available more widely internationally, although country and business restrictions still apply.

This option may be suitable when your organisation:

  • Already uses Stripe
  • Wants to retain its existing Stripe account
  • Operates somewhere HubSpot payments is unavailable
  • Manages wider payment processes or reporting through Stripe
  • Wants to use HubSpot’s revenue tools without changing payment processor

Comparing the two options

Both options allow organisations to use supported HubSpot tools to collect payments, but the commercial and operational arrangements are different.

With HubSpot payments, enrolment and payment account management take place primarily through HubSpot.

With Stripe payment processing, your organisation connects an existing Stripe account and Stripe remains the payment processor.

Before choosing an option, review:

  • Regional availability
  • Eligibility and underwriting requirements
  • Supported payment methods and currencies
  • Processing and platform fees
  • Payout arrangements
  • Existing subscriptions and recurring payments
  • Refund and dispute processes
  • Reconciliation requirements
  • Accounting integrations
  • Reporting responsibilities
  • Ownership of payment-provider administration

Current fees and availability should always be checked in HubSpot’s documentation and, where relevant, your Stripe account before making a decision.

Payment links

Payment links provide a shareable checkout experience for collecting payment for specified products or services.

They can be used in places such as:

  • Emails
  • Website pages
  • Forms
  • Calls to action
  • Sales conversations
  • Other approved customer communications

A payment link can be configured for a one-off purchase or recurring payment where supported.

Before publishing a payment link, check the products, prices, currency, payment methods, billing frequency and post-purchase experience carefully.

Invoices and quotes

HubSpot invoices can provide customers with payment details and, where online payment collection is enabled, allow them to pay through the connected processor.

Quotes can also support payment collection, subject to the HubSpot subscription and quote functionality available to your account.

Your organisation should decide how HubSpot invoices and quotes relate to its accounting system, finance approval process and official financial records.

Forms and payments

HubSpot forms can direct visitors to a payment link after they submit their information.

This can support use cases such as:

  • Event registration
  • Course bookings
  • Paid consultations
  • Deposits
  • Simple product or service purchases

The payment takes place through the payment link’s checkout page rather than inside the form itself.

With eligible Marketing Hub or Content Hub Professional or Enterprise subscriptions, conditional logic can direct visitors to different payment links based on their form responses.

Form submission and payment status can then be reviewed together, helping teams distinguish between someone who submitted the form and someone who completed the payment.

Subscriptions and recurring payments

HubSpot subscriptions can support recurring billing for products or services.

Before setting up recurring payments, confirm:

  • The billing frequency
  • The start date
  • Any fixed number of payments
  • Cancellation and refund arrangements
  • How failed payments will be handled
  • How changes to the subscription will be managed
  • Which system owns the definitive subscription record

Migrating existing subscriptions from another platform requires additional planning. Active billing arrangements should not be recreated or moved without reviewing customer authorisation, payment details and the operational consequences.

Payments and CRM records

Payment records can be associated with other HubSpot records to provide context around the customer and transaction.

Depending on the collection method and configuration, this can help teams understand:

  • Who made the payment
  • Which company or deal it relates to
  • Which invoice, quote or subscription generated it
  • The payment amount and status
  • Whether the payment succeeded, failed, remained pending or was refunded

Associations and payment statuses should be tested before relying on them for reporting or automation.

Payments and automation

Payment and subscription information can support automation in HubSpot.

For example, a confirmed payment could contribute to actions such as:

  • Updating CRM information
  • Enrolling associated records in workflows
  • Sending internal notifications
  • Starting an onboarding or fulfilment process
  • Creating follow-up tasks

Automation should use the appropriate payment status and account for situations such as pending payments, failures, refunds, disputes and bank debit reversals.

A form submission, invoice issue or checkout attempt does not necessarily mean that a successful payment has been received.

Finance systems and reconciliation

HubSpot can provide useful payment visibility, but it may not replace your accounting platform or enterprise resource planning system.

Before implementation, agree:

  • Which system is the financial system of record
  • How payments and payouts will be reconciled
  • How fees, refunds and disputes will be recorded
  • How accounting information will be transferred
  • Who owns financial reporting
  • How access to payment information will be controlled

HubSpot supports certain accounting integrations and payment exports. Suitability will depend on your organisation’s finance systems and reconciliation requirements.

Permissions and governance

Payment configuration and financial information should be restricted to appropriate users.

Your organisation should decide:

  • Who can configure the payment processor
  • Who can create and edit payment links
  • Who can manage invoices, quotes and subscriptions
  • Who can issue refunds
  • Who can view payment and payout information
  • Who reviews disputes and failed payments
  • Who is responsible for reconciliation

Apply least-privilege access and review permissions regularly.

HubSpot and the payment processor provide the technical tools, but your organisation remains responsible for its finance procedures, tax treatment, customer terms, refund policies, accounting controls and regulatory obligations.

When HubSpot payment tools may be less suitable

HubSpot’s payment functionality may not be the best primary solution where an organisation:

  • Has complex billing or revenue-recognition requirements
  • Needs advanced tax calculation across multiple jurisdictions
  • Relies on an ERP or specialist billing platform
  • Requires complex usage-based billing
  • Operates subscription processes that exceed HubSpot’s supported functionality
  • Must keep another platform as the definitive payment or finance system

These requirements should be assessed before deciding where payment collection and subscription management should sit within the wider technology stack.

What can Forbidden help with?

Forbidden can help you:

  • Compare HubSpot payments with Stripe payment processing
  • Review how payment tools fit into your HubSpot processes
  • Configure payment links, forms, invoices or supported subscriptions
  • Connect payment activity with CRM records and deals
  • Design payment-related notifications and automation
  • Review user permissions and operational ownership
  • Test the customer checkout and internal follow-up experience
  • Identify integration and reconciliation considerations

Your organisation remains responsible for selecting its payment processor and obtaining appropriate financial, tax, legal and compliance advice. Forbidden does not determine your accounting treatment or regulatory obligations.

Further information