Auto-Create HubSpot Deals from Invoices & POs

If your sales or finance team is still manually typing data from PDF invoices or Purchase Orders (POs) into HubSpot, you are bleeding productivity.

Every minute spent copy-pasting an invoice number, total amount, or line item into a CRM is a minute stolen from closing deals or analyzing revenue. Worse, manual entry introduces human error—a typo in a Deal Amount field can skew your entire quarterly forecast.

There is a better way. By leveraging Scanny AI as your document intelligence layer, you can transform static PDF documents into dynamic HubSpot Deals instantly. This guide will show you exactly how to set up an automated pipeline that watches your inbox or Drive, extracts high-fidelity data from financial documents, and populates your HubSpot pipeline without you lifting a finger.

The Cost of Manual Entry vs. The Scanny AI Workflow

Before we dive into the technical setup, let's quantify the impact. Why should you shift from manual processing to an AI-driven workflow?

Feature	The Manual Way	The Scanny AI Way
Data Entry Speed	5-10 minutes per document	< 30 seconds per document
Accuracy	Prone to typos (approx. 4% error rate)	99%+ Accuracy with AI OCR
Pipeline Visibility	Delayed (Deals entered EOD or EOW)	Real-Time (Deals created upon receipt)
Document Storage	Files lost in email threads or local folders	Auto-linked to HubSpot Deal record
Cost	High operational overhead (Salary/Hours)	Low fixed cost per document

Key Takeaway: Automation isn't just about speed; it's about data integrity. When Scanny AI handles the extraction, your HubSpot reports are based on the actual numbers on the invoice, not what someone thought they typed.

Understanding the Architecture

Unlike rigid integrations that only move files, Scanny AI acts as a structural bridge. It reads the unstructured data (pixels on a PDF) and converts it into structured JSON data that HubSpot's API can understand.

The Workflow Overview

1. Trigger: An Invoice or PO arrives via Email (e.g., invoices@yourcompany.com) or is dropped into a specific Google Drive/OneDrive folder.
2. Processing: Scanny AI intercepts the file.
3. Extraction: Our AI model analyzes the document type (Invoice vs. PO) and extracts key fields (Total, Currency, Date, Vendor).
4. Action: Scanny AI pushes this data to HubSpot, creating a new Deal object and associating it with the correct Company or Contact.

---

Technical Implementation: The Extraction Layer

To make this automation work, we first need to define what data matters. For a HubSpot Deal, we typically need the Deal Name, Amount, Close Date, and Pipeline Stage.

When you upload a document to Scanny AI, our engine parses it. Below is an example of the raw JSON structure Scanny AI generates from a standard B2B Invoice. You don't need to write code to get this—Scanny does it automatically—but understanding the output helps in mapping fields later.

Sample JSON Output (Invoice)

{
  "document_type": "invoice",
  "file_name": "AcmeCorp_Inv_1024.pdf",
  "confidence_score": 0.98,
  "extraction_data": {
    "invoice_number": {
      "value": "INV-1024",
      "type": "string"
    },
    "invoice_date": {
      "value": "2025-10-15",
      "type": "date",
      "normalized": "2025-10-15T00:00:00Z"
    },
    "vendor": {
      "name": "Acme Corp",
      "address": "123 Industrial Way, Tech City",
      "website": "www.acmecorp.com"
    },
    "financials": {
      "total_amount": 15000.00,
      "currency": "USD",
      "tax_amount": 1250.00
    },
    "line_items": [
      {
        "description": "Enterprise SaaS License - Q4",
        "quantity": 1,
        "unit_price": 10000.00,
        "total": 10000.00
      },
      {
        "description": "Onboarding & Support Package",
        "quantity": 1,
        "unit_price": 5000.00,
        "total": 5000.00
      }
    ]
  }
}

Why This JSON Matters

In the "Action" phase of your workflow (configured via Scanny's dashboard or Zapier/Make integration), you will map these specific JSON keys to HubSpot properties:

• extraction_data.financials.total_amount ➡️ HubSpot Deal Amount
• extraction_data.invoice_date.normalized ➡️ HubSpot Close Date
• extraction_data.vendor.name + " Deal" ➡️ HubSpot Deal Name
• extraction_data.invoice_number ➡️ HubSpot Custom Property (Invoice Number)

---

Step-by-Step Guide: Setting Up the Automation

Ready to build this? Follow these steps to configure Scanny AI to talk to HubSpot.

Step 1: Create Your Scanny Workflow

1. Log in to your Scanny AI dashboard.
2. Navigate to Workflows and click New Workflow.
3. Select Document Type: Choose "Invoice" or "Purchase Order".
4. Define Trigger: Select your source.
   • Option A (Email): Forward emails to your unique Scanny inbound address.
   • Option B (Cloud Storage): Connect Google Drive and select the "Incoming Invoices" folder.

Step 2: Configure Extraction Schema

Scanny provides default schemas for Invoices. However, if your POs have unique fields (like "Department Code" or "Project ID"), you can add custom fields in the Schema Editor.

Pro Tip: If you use HubSpot Custom Properties for tracking things like "Cost Center" or "Region," ensure you add these fields to your Scanny extraction schema so the data has a destination.

Step 3: Connect to HubSpot

In the Integrations tab of your workflow:

1. Authenticate with your HubSpot account.
2. Select Action: "Create Deal".
3. Map the Fields:
   • Deal Name: Use a dynamic tag, e.g., {{vendor.name}} - {{invoice_number}}.
   • Pipeline: Select your Sales Pipeline (e.g., "Sales Pipeline").
   • Stage: Select the entry stage (e.g., "Qualified To Buy" or "Invoice Received").
   • Amount: Map to {{financials.total_amount}}.
   • Close Date: Map to {{invoice_date}}.

Step 4: Handling Associations (Advanced)

Scanny AI is smart enough to handle object associations.

• Company Association: Scanny will search HubSpot for a Company matching the vendor.name or vendor.website extracted from the invoice. If found, the new Deal is automatically associated with that Company.
• Contact Association: If the invoice contains a contact email (e.g., billing@client.com), Scanny can associate the Deal with that Contact.

---

Handling Complex Scenarios

Real-world documents are rarely perfect. Here is how Scanny AI handles the edge cases that break other tools.

1. Multi-Page Invoices and POs

Purchase orders often span multiple pages with extensive terms and conditions. Scanny AI’s processing engine reads the entire document context. It ignores legal boilerplate and isolates the tabular data required for the Deal, ensuring your "Deal Amount" reflects the Grand Total, not a subtotal on page 1.

2. Multi-Currency Management

If you receive an invoice in EUR but your HubSpot base currency is USD, you have two options:

• Pass Raw Values: Send the EUR amount to HubSpot and let HubSpot's multi-currency feature handle the conversion (requires HubSpot Professional/Enterprise).
• Scanny Conversion: Use Scanny's transformation layer to convert the value before sending it, based on the current exchange rate.

3. Duplicate Prevention

What if a vendor sends the same invoice twice? Scanny AI utilizes Idempotency keys based on the Invoice Number and Vendor Name. If we detect a file that has already been processed into a Deal, we can either:

• Skip processing.
• Update the existing Deal (e.g., attach the new PDF copy).
• Flag it for review.

Best Practices for HubSpot Automation

1. Use a "Staging" Pipeline Stage: Don't dump automated deals straight into "Closed Won". Create a stage called "Incoming Invoices" or "Review Required". This allows a human to quickly glance at the new deals before moving them forward.
2. Standardize File Names: While Scanny reads the file regardless of its name, encouraging vendors to use standard naming conventions (e.g., Vendor_InvoiceNumber.pdf) helps with audit trails.
3. Monitor Confidence Scores: In your Scanny dashboard, you can set a threshold. If an invoice is scanned with < 80% confidence (perhaps it was a blurry photo), set the workflow to alert a human instead of auto-creating the Deal.

Conclusion

Automating the creation of HubSpot Deals from Invoices and Purchase Orders transforms your CRM from a passive database into an active, real-time reflection of your business finances.

By using Scanny AI, you aren't just saving 5 minutes of data entry per document; you are ensuring that your sales forecasts are accurate, your pipeline is up-to-date, and your team is focused on high-value activities rather than administrative grunt work.

Ready to automate your document workflow?

• Start your free trial and process your first 50 documents for free.
• Check out our documentation for deep-dive API guides.
• Log in to your dashboard to configure your first HubSpot integration.

Stop typing. Start scanning.