Automate HubSpot & Xero

Stop paying for mismatched spreadsheets. Sync data between HubSpot and Xero in real-time, so you can manage your operations without the busywork.

Get This Workflow Built

Custom API Integration

Secure Data Transfer

Done-For-You Setup

How the Data Flows

graph LR
    subgraph Source ["HubSpot"]
        T1(["All Forms List"])
    end
    
    subgraph Middleware ["Enterprise Integration Core"]
        W[CRON API
Poller] --> V{Validation
& Auth}
        V -->|Fail| DLQ[Dead Letter
Queue]
        V -->|Pass| Map[Data Mapping
& Transformation]
        Map --> Retry[Rate Limiting
& Retries]
    end
    
    subgraph Target ["Xero"]
        A1(["Add Items to Existing Sales Invoice"])
    end

    T1 -->|JSON Payload| W
    Retry -->|Authenticated API POST| A1

    style Source fill:transparent,stroke:#cbd5e1,stroke-dasharray: 5 5
    style Target fill:transparent,stroke:#cbd5e1,stroke-dasharray: 5 5
    style Middleware fill:#f8fafc,stroke:#94a3b8,stroke-width:2px
    style T1 fill:#3b82f6,stroke:#fff,stroke-width:2px,color:#fff
    style W fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style V fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style Map fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style Retry fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style DLQ fill:#ef4444,stroke:#fff,stroke-width:1px,color:#fff
    style A1 fill:#e11d48,stroke:#fff,stroke-width:2px,color:#fff

When HubSpot and Xero operate independently, the sales team often faces delays in invoicing due to manual data entry. For instance, when a deal is closed in HubSpot, the sales representative must manually input customer details into Xero, risking errors such as incorrect billing addresses or missing line items. This not only wastes valuable time but also leads to discrepancies in financial reporting, as the accounting team relies on outdated or inaccurate data from Xero, complicating cash flow management.

Top Ways to Automate HubSpot & Xero

Automated Invoice Creation: Seamlessly generate invoices in Xero from HubSpot deals, ensuring accurate billing without manual entry.
Real-Time Financial Reporting: Sync customer data and transaction history between HubSpot and Xero for up-to-date financial insights, empowering sales teams to make informed decisions.
Streamlined Payment Tracking: Automatically update payment statuses in HubSpot based on Xero transactions, providing sales and support teams with immediate visibility into customer accounts.

How to Build the HubSpot → Xero Sync

In HubSpot, navigate to your account settings and create a new webhook. Set the trigger to 'Deal Stage Change' to listen for when a deal is marked as 'Closed Won'.
Configure the webhook to send a POST request to your integration server endpoint, e.g., https://your-integration-server.com/hubspot-to-xero.
In your integration server, extract the payload data, specifically the deal's properties such as 'customer_id', 'deal_amount', and 'billing_address'.
Use the extracted data to construct a JSON object for the Xero API. Ensure to include the necessary headers for authentication.
Make a POST request to the Xero API endpoint https://api.xero.com/api.xro/2.0/Invoices with the constructed JSON object to create a new invoice.
Handle the response from Xero to confirm the invoice creation and log any errors for troubleshooting.

Developer Warnings & API Gotchas

Ensure that the 'customer_id' in HubSpot matches the corresponding 'ContactID' in Xero; otherwise, the invoice creation will fail due to a missing reference.
Be aware of the data format requirements for 'deal_amount' in Xero; it must be a float and match the currency specified in the Xero account settings.
When mapping 'billing_address', ensure that the address fields (street, city, postal code) are correctly aligned with Xero's required structure, as mismatches can lead to invoice rejection.

Supported API Operations

We leverage official, stable endpoints to ensure secure data transfer. No deprecated legacy routes.

When this happens in HubSpot... All Forms List

Do this in Xero Add Items to Existing Sales Invoice
When this happens in HubSpot... CRM Object Property Recently Updated

Do this in Xero Add Note to Invoice
When this happens in HubSpot... CRM Object Recently Created

Do this in Xero Add or Update Stock Items
When this happens in HubSpot... CRM Object Recently Updated

Do this in Xero Allocate Credit Note to Invoice
When this happens in HubSpot... Company Recently Created or Updated

Do this in Xero Create Account

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I can see you're looking at mapping HubSpot to Xero. Tell me about your current setup—what's the specific bottleneck you're trying to automate right now?