Use line items

Line items are individual instances of products or custom line item entries created when configuring credit memos (BETA), deals, invoices, payment links, quotes, legacy quotes, and subscriptions. Use the line item editor to configure details for product-based line items and custom line items, such as price, discount, and billing terms.

After a buyer makes a purchase, report on line items using the report builder, as well as use Line item workflow enrollment triggers for automation in deal, quote, invoice, payment, subscription, order, and cart-based workflows.

Line item behavior

When using line items, keep the following behaviors in mind:

• Adding products: when a product is added from the product library to a deal, invoice, payment link, quote, legacy quote, or subscription, it becomes a line item specific to that record, with its own line item record ID.
• Custom line items: when adding a custom line item, it's unique to the record you're adding it to, and it has its own line item record ID.
• Line item conversions: line items are unique to each deal, invoice, payment link, quote, legacy quote, or subscription. Any time there's a conversion between tools (e.g., deal to quote or invoices automatically created from a payment link, quote, or subscription), the line items are cloned to the new record. The cloned line items keep the same details, but become their own line item instances, with their own record IDs. For example, if you add a line item to a deal and create a quote from it, the line item is cloned to the quote. The deal line item record ID will be different from the quote line item record ID.

Discount, fee, and tax rounding

When using discounts, fees, and taxes, the number of decimal places that can be used, and the rounding approach, differs based on the type of discount, fee, or tax you're applying.

Unit discount rounding

When adding unit discounts to individual line items, the following rounding applies. Once discounts have been added, they're rounded based on the currency's precision at checkout. For example, if a line item is $11.90 and a 15% discount is applied, the $1.785 discount is rounded to $1.79. The buyer pays a total of $10.11.

Unit discount amount (e.g., amount in a currency)

• You can enter up to six decimal places.
• Uses Bankers Rounding: rounds to the nearest neighboring digit. Numbers under 0.5 round down, and over 0.5 round up. When equidistant (e.g., 2.5), it rounds to the nearest even number.

Examples

• Entering 10.555555% remains 10.555555% (no additional rounding is applied).
• Entering 10.5555554% becomes 10.555555%.
• Entering 10.5555555% becomes 10.555556%.
• Entering 10.5555556% becomes 10.555556%.

Unit discount percentage

• You can enter up to three decimal places.
• Uses Bankers Rounding: rounds to the nearest neighboring digit. Numbers under 0.5 round down, and over 0.5 round up. When equidistant (e.g., 2.5), it rounds to the nearest even number.

Examples

Entering 10.555% remains 10.555% (no additional rounding is applied).

Entering 10.5554% becomes 10.555%.

Entering 10.5555% becomes 10.556% (rounds up to the nearest even number).

Entering 10.5556% becomes 10.556%.

Tax rate rounding

When adding tax rates to the tax library, the following rounding applies:

• You can enter up to four decimal places.
• Uses HALF_UP rounding: if the fifth decimal digit is equal to or less than four, it rounds down (and keeps the fourth as is). If the fifth decimal digit is equal to or greater than five, it rounds up (and adds one to the fourth digit, carrying if needed).

Examples

• Entering 10.5555% remains 10.5555% (no additional rounding is applied).
• Entering 10.55554% becomes 10.5555%.
• Entering 10.55555% becomes 10.5556%.

One-time discount and fee

For credit memos, invoices, payment links, and legacy quotes, you can apply one-time discounts and fees to the subtotal.

When adding one-time discounts and fees, the following rounding applies:

• With both amount and percentage, you can enter up to two decimal places.
• If you enter more than two decimal places, HubSpot rounds the value in two steps:
  • First, the amount or percentage is rounded to three decimal places using Bankers Rounding.
  • Then, that three-decimal value is rounded to two decimal places using a threshold rule on the third decimal digit:
    • If the third decimal digit is between zero and five, the value rounds down (the second decimal digit stays the same).
    • If the third decimal digit is between six and nine, the value rounds up (the second decimal digit increases by one).
  • This means the final stored value at two decimal places uses a five-and-below down, six-and-above up rule, not Bankers Rounding.

Examples

Entering 7.50% remains 7.50% (no additional rounding is applied).

Entering 10.555% becomes 10.55%.

Entering 10.5555% becomes 10.56%.

One time tax

For credit memos, invoices, payment links, and legacy quotes, you can apply one-time taxes to the subtotal.

One‑time tax (amount)

• You can enter up to two decimal places.
• If the next digit is five or above, the second decimal is rounded up.

Examples

• Entering 10.50% remains 10.50% (no additional rounding is applied).
• Entering 10.555% becomes 10.56%.
• Entering 10.554% remains 10.55%.

One‑time tax (percentage)

• You can enter up to four decimal places.
• If the next digit five or above, the fourth decimal is rounded up.

Examples

• Entering 10.5555% remains 10.5555% (no additional rounding is applied).
• Entering 10.55555% becomes 10.5556%.
• Entering 10.55554% becomes 10.5555%.

Order in which discounts, fees, and taxes are applied

When processing in HubSpot, the discounts, fees, and taxes are applied as follows:

• Discounts applied first (unit discounts, one‑time discounts).
• Fees apply next.
• Taxes are finally applied.

At each relevant step:

• Discounts obey the currency precision rounding rule.
• This order means small differences vs external systems can occur, depending on when those systems round (e.g., if an accounting tool rounds after each line vs only at the end).

Line items for deals

Learn how to add line items to deals.

Line items for quotes

How you add line items to quotes depends if you're using quotes, part of HubSpot CPQ, or legacy quotes. 

• Learn how to add line items to quotes.
• Learn how to add line items to legacy quotes.

Line items for invoices

Learn how to add line items to invoices.

Line items for credit memos (BETA)

Learn how to add line items to credit memos (BETA).

Line items for payment links

Learn how to add line items to payment links.

Line items for subscriptions

When a buyer uses a payment link or quote to purchase a line item with a regular billing frequency (also known as a recurring line item), or you create a subscription manually, HubSpot creates a subscription record to automatically charge or invoice the buyer at the specified frequency. This means that you don't need to manually create multiple payment links, quotes, or invoices to charge a buyer for products or services that renew regularly.

• Learn how to add line items to subscriptions.
• Learn how to add recurring line items to payment links.
• Learn how to add recurring line items to quotes.

Line items for custom objects

Line items can be added to custom objects in the same way they are added to other objects:

• Add line items directly from the custom object record using the Line items card in the right sidebar. If the Line items card isn't appearing on the custom object record by default, you can manually add the card to the record.

• Associate custom objects with line items using the data model builder.

Learn more about custom objects. 

Edit the columns of the line item editor

To edit the columns that appear in the line item editor for deals, invoices, payment links, quotes, legacy quotes, and subscriptions:

1. Navigate to your deal, invoice, payment link, quote, legacy quote, or subscription.
2. In the upper right of the line item editor, click Edit columns.
3. In the dialog box, select the checkboxes next to properties you want to add.
4. To remove columns, click the X to the right of the property in the Selected columns section.
5. To reorder columns, drag a property using the dragHandle drag handle.
6. To move a column to the top, hover over the property in the Selected columns section and click Move to top.
7. To restore the columns to their default state, click Restore default columns.
8. To freeze columns, so they always display when scrolling the line items table, in the upper right, click the Frozen columns dropdown menu and select the number of columns to freeze. You can freeze up to three columns.
9. After making your changes, in the bottom left, click Apply.