What happens when an invoice is paid?

In full or in part, a payment record for exactly the amount newly paid is added on the other side: Xero on your bank account, HubSpot as a payment on the invoice.

How is this different from HubSpot's own Xero integration?

CRM Connector: Keeps contacts, invoices and quotes in step both ways. Records a part payment for exactly the amount newly paid. Can turn a won HubSpot deal into a draft Xero invoice. Can turn a sent Xero quote into a HubSpot deal. Run only one of the two for the same records, or every change is made twice.

Xero and HubSpot integration

Xero and HubSpot, kept in step both ways

CRM Connector syncs Xero and HubSpot both ways: contacts, invoices and quotes stay the same in both. A won HubSpot deal can become a draft Xero invoice, and a quote sent from Xero can become a deal that follows it. HubSpot runs sales and marketing, Xero keeps the books.

Official sign in for both

Contacts, invoices and quotes both ways

At a glance

Contacts, invoices and quotes stay the same on both sides; won deals can arrive as draft invoices and sent quotes as deals.

What syncs

ContactsBoth ways
InvoicesBoth ways
QuotesBoth ways
Won deals into draft invoicesOne way
Sent quotes into dealsOne way

Step by step

Xero quotes become HubSpot dealsA quote sent from Xero becomes a HubSpot deal for the same contact, and accepting or declining it moves the deal to won or lost.

Good to know

Lines and totals are set once: They travel on create; later edits stay where they were made.

What holds for each system on its own:How Xero behaves How HubSpot behaves

How it runs

Both ways or one way, your choice

Per record type you choose both ways or one way. With both ways on, you pick whether Xero or HubSpot leads when the same record changed in both since the last sync.

Options for Xero and HubSpot

Only invoices from a date you pick
Only sent, overdue or paid invoices
Only invoices above an amount you pick
Everyone, customers only or leads only
Only the HubSpot lifecycle stages you tick

How a sync between Xero and HubSpot runs, and how conflicts are settled

Record by record

What syncs between Xero and HubSpot

Which Xero field matches which HubSpot field, and what each change does.

Starts in

Fields

Contact nameBoth waysCompany name
First nameBoth waysFirst name
Last nameBoth waysLast name
Email addressBoth waysEmail
PhoneBoth waysPhone number or mobile phone number
Street address line 1Both waysStreet address
Street address line 2Only in XeroNot in HubSpot
City, region, postal codeBoth waysCity, state or region, postal code
CountryBoth waysCountry
Is a customerDecided in XeroLifecycle stage
Not in XeroOnly in HubSpotOriginal source

It happens in Xero, then in HubSpot

A new contact
- Looked for in HubSpot on the exact email, since HubSpot keeps one contact per email; a contact without an email is looked up by its phone, and only matches a HubSpot contact that has no other email.
- Updated when found, otherwise created.
Name, company, email, phone, address and country change
The same change is made to the HubSpot contact on the next sync.

FAQ

Questions about Xero and HubSpot?

Every answer below is true for the app as it runs today. If something is not covered, ask us and we will answer in plain words.

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