Stripe Invoice Paid: Update HubSpot Deal & Notify Slack

Overview

This workflow automatically reacts when a Stripe invoice payment succeeds. It checks if the invoice has a custom field containing a Purchase Order (PO) number, then searches HubSpot for a deal matching that PO number. If found, it marks the deal as paid and sends a success notification to a Slack channel. If the PO number is missing or no matching deal is found, it sends alert messages to the same Slack channel so your team can investigate manually. This helps bridge the gap between billing and CRM, ensuring deal statuses stay current and the finance/sales team is always informed.

Node-by-Node Breakdown

1. When Invoice Paid (Stripe Trigger) — Stripe webhook (no authentication required inside the node; the Stripe trigger is set up via n8n's Stripe node credentials which use API key-based authentication). This node listens for the invoice.payment_succeeded event from Stripe. When triggered, it passes the full invoice object downstream.

2. If no PO Number (IF) — No external authentication. This conditional node checks whether the incoming invoice's custom_fields array is empty. If it is empty, execution goes via the true branch; otherwise via the false branch.

3. Send no PO Message (Slack) — Uses Slack OAuth2 credentials. If the invoice lacks a PO number, this node posts a red-colored alert message to the #team-accounts channel with the invoice amount, currency, customer name, and email.

4. Find Deal based on PO Number (HubSpot) — Uses HubSpot OAuth2 credentials. Performs a search on HubSpot deals using a filter where the property po_number equals the value of the first custom field from the Stripe invoice. It always outputs data (even if no results are found).

5. If no deal found for PO (IF) — No external authentication. Checks if the search result from the previous node contains an id (i.e., a deal was found). If empty, the true branch fires; otherwise the false branch fires.

6. Send Deal not found message (Slack) — Uses Slack OAuth2 credentials. Posts a red alert to #team-accounts indicating that no deal could be found for the given PO number, along with invoice details.

7. Update Deal to Paid (HubSpot) — Uses HubSpot OAuth2 credentials. Updates the found deal by setting the custom property paid to Yes. The deal ID is taken from the HubSpot search result.

8. Send invoice paid message (Slack) — Uses Slack OAuth2 credentials. Posts a green success message to #team-accounts with the amount, currency, customer name, email, and PO number, plus the transaction ID.

Setup Instructions

1. Stripe: You need a Stripe account. In n8n, create a Stripe Trigger node credential using your Stripe Secret API Key (available in the Stripe Dashboard under Developers → API keys). The webhook will be automatically configured by n8n when you activate the workflow.
2. HubSpot: You need a HubSpot account with CRM access. Create an OAuth2 credential in n8n for HubSpot. Make sure the scopes include at least crm.objects.deals.read and crm.objects.deals.write so the workflow can search and update deals. Also, ensure your HubSpot deals have a custom property called po_number (single-line text) and a checkbox/property called paid (or adjust the property names in the nodes).
3. Slack: You need a Slack workspace where you can create an app and obtain OAuth2 credentials (Bot Token). The bot must be invited to the #team-accounts channel (or any channel you specify). In n8n, create a Slack OAuth2 credential.
4. Custom fields in Stripe: This workflow expects the Stripe invoice to have a custom field (often used for PO numbers) as the first entry in the custom_fields array. If your setup uses a different field, modify the expression in the Find Deal based on PO Number node.

Use Cases & Variations

• Automated Deal Closure: Use this to automatically mark HubSpot deals as “Closed Won” or “Paid” when the corresponding Stripe invoice is paid, reducing manual data entry.
• Finance & Sales Alignment: Slack notifications keep both teams instantly aware of payments and any missing PO numbers, speeding up resolution.
• Multi‑channel Alerting: Replace Slack with email (Gmail/SMTP), Microsoft Teams, or a webhook to your own chat system.
• Different CRM: Swap HubSpot for Salesforce, Pipedrive, or any other CRM node in n8n.
• Additional Actions: After updating the deal, you could send a thank‑you email, update a Google Sheet, or create a task in a project management tool.
• Error Handling: The workflow already branches on missing data; you could extend it with a delay/retry logic or a notification to a separate admin channel.

Note: All Slack messages use the team-accounts channel. Change the channel name in each Slack node to match your workspace.

{
  "id": 100,
  "name": "On new Stripe Invoice Payment update Hubspot and notify the team in Slack",
  "nodes": [
    {
      "name": "When Invoice Paid",
      "type": "n8n-nodes-base.stripeTrigger",
      "position": [
        400,
        460
      ],
      "webhookId": "47727266-5233-48e5-b7f7-e47252840a4e",
      "parameters": {
        "events": [
          "invoice.payment_succeeded"
        ]
      },
      "credentials": {
        "stripeApi": {
          "id": "39",
          "name": "Stripe account"
        }
      },
      "typeVersion": 1
    },
    {
      "name": "Update Deal to Paid",
      "type": "n8n-nodes-base.hubspot",
      "position": [
        1240,
        500
      ],
      "parameters": {
        "dealId": "={{$json[\"id\"]}}",
        "operation": "update",
        "updateFields": {
          "customPropertiesUi": {
            "customPropertiesValues": [
              {
                "value": "Yes",
                "property": "paid"
              }
            ]
          }
        },
        "authentication": "oAuth2"
      },
      "credentials": {
        "hubspotOAuth2Api": {
          "id": "60",
// ... truncated (copy to see full JSON)