How to Create Knowledge Base Article

This guide shows how to turn reprinted invoice PDFs into polished HubSpot knowledge base articles quickly and consistently. It walks you through generating and saving invoice PDFs, using an AI assistant to draft content from those PDFs, and the editing and publication steps (including category, subtitle, and metadata) so articles are accurate and discoverable. Follow it to streamline documentation and reduce manual drafting.

Jennifer Cummings
23 steps
6 minutes

Invoice Data Retrieval

Navigate to the Queries Pagelet in Firefox

Alert! Be cautious that you can add your own images without recapturing screens. \*Test bullet 1 \*Test Bullet 2

Navigate to Billing > Generate Invoices > Non-Consolidated > Reprint Invoices

Tip! If this is your first "reprint", you must add a run control prior to the next step.

Search for and select the '92_REPRINT_INV' Run Control ID (or your personal run control for reprinting invoices)

Invoice Generation

Select 'Microsoft Print to PDF' and initiate printing

Name the reprint with the invoice # and Save the PDF file to a folder on your local drive.

Knowledge Base Preparation

In HubSpot, navigate to Service > Knowledge Base and select 'Kaplan Internal Knowledge'

Click 'Create article' to start a new Knowledge Base entry

AI Content Creation

Open the Assistant panel

Click here to select the content creator.

Click the Knowledge Base Creator

Open the Knowledge Base Creator Agent assistant

Upload the "invoice PDF" (scribed how to document) to the AI Assistant and prompt it to generate an article draft

Click "Order. Link opens in a new window"

Review Article as provided by the assistant. Copy to Word or direct to the knowledge base article and make edits as needed.

highlight and Click "Copy Ctrl+C"

Open a Word document and paste the draft content for editing

Review any suggestions for adding to the article.

Copy the refined content from Word and paste it into the HubSpot article editor

highlight and copy Purpose to paste into the "subtitle" section or free type as needed.

Paste into KB article. Press [[Ctrl]] + [[V]]

Publishing and Verification

Click "Settings"

Set the article Category to 'Customer Service' and Subcategory to 'Invoices'

Add metadata tags and a meta description to the article