Connect HubSpot and Xero (Data Sync)

Connect HubSpot and Xero and sync your contacts, invoices, and payments applied to invoices between Xero and HubSpot. 

The Xero HubSpot integration allows you to:

• Sync Xero and HubSpot contacts one-way, or bi-directionally.
• Sync Xero items and HubSpot products one-way, or bi-directionally.
• Sync Xero invoices to HubSpot, or sync invoices bi-directionally between Xero and HubSpot.
• Sync payments applied to invoices from Xero to HubSpot, or bi-directionally between Xero and HubSpot.

Please note: it's recommended to consult with your accounting and legal teams on the suitability of this functionality for your needs, before connecting the integration.

Before you get started

Before you begin working with this feature, make sure to fully understand what steps should be taken ahead of time, as well as the limitations of the feature and potential consequences of using it. 

Understand requirements

• You must be a Super Admin or have App Marketplace permissions in your HubSpot account.

• You must have at least Operations Hub Starter to create any custom field mappings.

Understand limitations & considerations

The two-way invoice sync functionality is most useful for small businesses who are looking to run their billing from HubSpot, whether that's creating invoices manually, using HubSpot’s subscription functionality, or converting their deals or quotes into payable invoices and subscriptions.

This integration is beneficial for small businesses looking to streamline their billing process, or streamline the handoff process from Sales to Accounting to start billing and collecting payments.

Some key features to consider:

• Editing invoices: invoices created from HubSpot need to be edited from HubSpot (for example, adding or removing line item items, updating pricing, or removing a payment), otherwise the invoice will fail to sync. Invoices created in Xero can be edited inside Xero without any issues.
• Charging tax: installing the Xero integration will trigger a one-time import of tax rates from your Xero account to your HubSpot tax rates library. This allows for the imported tax rates from Xero to be added to individual line items on your invoice. The tax information will then be synced to Xero along with your invoice.

• Currencies: six currencies are supported: USD, CAD, EUR, GBP, AUD, and NZD.

Connect the app

1. In your HubSpot account, click the Marketplace icon marketplace in the top navigation bar, then select App Marketplace.
2. Search for and select Xero by HubSpot (Data Sync). 
3. In the upper-right, click Install app. 
4. In the dialog box, enter your Xero credentials. Review the required permissions, and click Accept. 

Configure your sync settings

It's recommended to set up the sync in the order below as Xero requires the contact and products of an invoice to exist in Xero before an invoice is synced.

Set up the contact sync

1. In your HubSpot account, click the settings settings icon in the top navigation bar. In the left sidebar menu, navigate to Integrations > Connected Apps.
2. Click Xero. 
3. Click Sync more data.
4. On the Select the data you want to sync page:
   • Click the Xero dropdown menu and select Contacts.
   • Click the HubSpot dropdown menu and select Contacts.
5. Click the sync direction arrows and select a sync direction.
   • Data syncs between apps: data syncs bi-directionally between HubSpot and Xero.
   • Data syncs only to HubSpot: HubSpot contacts will be created from Xero contacts based on criteria. Only HubSpot contact properties will be updated.
   • Data syncs only to Xero: Xero contacts will be created from HubSpot contacts based on criteria. Only Xero issue properties will be created.
6. On the Configure page:
   • Click the Data conflict resolution dropdown menu and select which app will overwrite the other when it's unclear which app has the most up-to-date information.
   • In the Mapped fields section set up your field mappings.
     • Default field mappings can't be removed or edited. To turn off a field mapping, click to toggle the switch off. 
     • To add a custom field mapping, click Add a mapping to set it up.
7. On the Limit page:
   • In the HubSpot dataSyncRight Xero section, click Edit to add any filters to limit which ones will sync from one app to the other. You can add multiple filters with AND or OR conditions. By default, all records are included in the sync.
   • The following filters are recommended: At least one associated Invoice has Invoice status is none of Draft AND Create date is after [today's date] AND Invoice source is any of HubSpot.

8. On the Review page, review your sync configuration and click Save and sync. 

Set up the product sync

1. In your HubSpot account, click the settings settings icon in the top navigation bar. In the left sidebar menu, navigate to Integrations > Connected Apps.
2. Click Xero. 
3. Click Sync more data.
4. On the Select the data you want to sync page:
   • Click the Xero dropdown menu and select Items.
   • Click the HubSpot dropdown menu and select Products.
5. Click the sync direction arrows and select a sync direction.
   • Data syncs between apps: data syncs bi-directionally between HubSpot and Xero.
   • Data syncs only to HubSpot: HubSpot contacts will be created from Xero contacts based on criteria. Only HubSpot contact properties will be updated.
   • Data syncs only to Xero: Xero contacts will be created from HubSpot contacts based on criteria. Only Xero issue properties will be created.
6. On the Configure page:
   • Click the Data conflict resolution dropdown menu and select which app will overwrite the other when it's unclear which app has the most up-to-date information.
   • In the Mapped fields section set up your field mappings.
     • Default field mappings can't be removed or edited. To turn off a field mapping, click to toggle the switch off. 
     • To add a custom field mapping, click Add a mapping to set it up.
7. On the Limit page:
   • In the Xero dataSyncRight HubSpot section, click Edit to add any filters to limit which ones will sync from one app to the other. You can add multiple filters with AND or OR conditions. By default, all records are included in the sync.
   • The following filters are recommended: All products and & services.

8. On the Review page, review your sync configuration and click Save and sync. 

Set up the invoices sync

1. In your HubSpot account, click the settings settings icon in the top navigation bar. In the left sidebar menu, navigate to Integrations > Connected Apps.
2. Click Xero. 
3. Click Sync more data.
4. On the Select the data you want to sync page:
   • Click the Xero dropdown menu and select Invoices.
   • Click the HubSpot dropdown menu and select Invoices.
5. Click the sync direction arrows and select a sync direction.
   • Data syncs between apps: data syncs bi-directionally between HubSpot and Xero.
   • Data syncs only to HubSpot: HubSpot contacts will be created from Xero contacts based on criteria. Only HubSpot contact properties will be updated.
   • Data syncs only to Xero: Xero contacts will be created from HubSpot contacts based on criteria. Only Xero issue properties will be created.
6. On the Configure page:
   • Click the Data conflict resolution dropdown menu and select which app will overwrite the other when it's unclear which app has the most up-to-date information.
   • In the Mapped fields section set up your field mappings.
     • Default field mappings can't be removed or edited. To turn off a field mapping, click to toggle the switch off. 
     • To add a custom field mapping, click Add a mapping to set it up.
7. On the Limit page:
   • In the Xero dataSyncRight HubSpot section, click Edit to add any filters to limit which ones will sync from one app to the other. You can add multiple filters with AND or OR conditions. By default, all records are included in the sync.
   • The following filters are recommended: Created time is after [today's date at 12:00 AM]. 

8. On the Review page, review your sync configuration and click Save and sync. 

Review your sync

To review your sync:

1. In your HubSpot account, click the settings settings icon in the top navigation bar. In the left sidebar menu, navigate to Integrations > Connected Apps.
2. Click Xero.
3. Click the Sync overview tab. This tab shows information about the number of records in sync, failing to sync, excluded from a sync, and the timestamp of when the sync was last edited. 
4. To view the individual records, click the number in each column.
5. To run the sync immediately, click Sync now. 
6. To create a new or additional sync, click the Sync more data button.
7. To edit an existing sync, hover over the sync and Edit.
8. To turn off a sync, click More > Turn off sync.
9. To delete a sync, click More > Delete. In the dialog box, enter the required text and click Delete sync. 

Frequently asked questions

What are the most common sync errors, and how do I resolve them?

Below, you'll find some of the most common sync errors and a suggested resolution:

An invoice should have an associated customer. Make sure the associated customer is
present in both HubSpot & Xero to sync this invoice.

This error occurs because the contact on the invoice couldn't be found in Xero. Most often, this is because the contact on the invoice doesn't share the email address of the customer in Xero. To resolve, change the contact on the invoice that matches the email of the customer in Xero.

Line item or invoice amount modifications in HubSpot native invoices cannot be made through external applications. Please make any necessary changes directly in HubSpot.

This error occurs because an invoice that was created in HubSpot was modified in Xero. Reverse the changes to the invoice in Xero, and the same adjustments to the invoice in HubSpot to continue syncing. 

How do I sync PO Number, or other invoice fields to/from Xero?

PO Number isn't a default field on Xero invoices and must be added as a custom
field in Xero. For this reason, the HubSpot Xero integration cannot define an out of the box field mapping for it, and a ustom field mapping must be set up (requires Operations Hub Starter, Professional, or Enterprise).