You are currently viewing Guide to Integrating HubSpot with Xero: How to Synchronize Data and Generate Invoices Step by Step.

Guide to Integrating HubSpot with Xero: How to Synchronize Data and Generate Invoices Step by Step.

Introduction to HubSpot and Xero Integration

HubSpot and Xero are two of the leading platforms when it comes to managing your business’s sales and finances, respectively. HubSpot, a powerhouse in inbound marketing and sales, offers a suite of tools to attract, engage, and delight customers. On the other hand, Xero is a cloud-based accounting software filled with features that make managing your business’s finances effortless. When integrated, these platforms can significantly streamline your workflows, allowing you to synchronize data and create invoices seamlessly. This guide provides a step-by-step approach to help you unlock the full potential of your HubSpot and Xero integration.

Why Integrate HubSpot with Xero?

Before diving into the integration process, it’s important to understand the benefits of linking HubSpot with Xero. This connection can lead to improved efficiency by automating the transfer of data between marketing/sales and accounting. By minimizing manual data entry, you reduce the risk of errors, save time, and ensure consistency across your business operations. Most importantly, integrating these platforms can enhance the visibility of your sales pipeline’s health, enabling better forecasting and strategic decision-making.

Step-by-Step Guide to Integrating HubSpot with Xero

The integration process involves several key steps, each crucial to ensuring a smooth and effective synchronization between HubSpot and Xero.

Step 1: Preparing for Integration

Before initiating the integration, ensure that you have active accounts on both HubSpot and Xero. You’ll also want to clean your data in both platforms to prevent any synchronization issues, such as duplicates or incomplete entries.

Step 2: Choosing an Integration Tool

There are several third-party tools and apps available that facilitate the integration between HubSpot and Xero. Some popular options include Zapier,, and PieSync. These platforms vary in terms of features, pricing, and the level of customization they offer, so choose one that best fits your business needs.

Step 3: Setting Up the Integration

Once you’ve selected your preferred integration tool, it’s time to set it up. While the exact process can vary depending on the tool, generally, you will need to:

  • Log in to your integration tool account.
  • Search for HubSpot and Xero within the platform’s suite of integrations.
  • Select the option to integrate HubSpot with Xero.
  • Follow the on-screen instructions to authorize the connection between both accounts. This usually involves logging into each account and granting the necessary permissions.

Step 4: Configuring the Data Sync

With the connection established, you now need to specify what data to synchronize between HubSpot and Xero. This could include contact information, deal details, invoice data, and more. Most integration tools offer customization options, allowing you to map fields between the two platforms and define the frequency of the sync.

Step 5: Creating and Managing Invoices

After setting up the data synchronization, you can start automating the creation and management of invoices. Depending on your setup, you can configure the integration to automatically generate Xero invoices from closed deals in HubSpot or from specific deal stages. Additionally, you can track payment statuses in HubSpot, giving your sales and customer service teams visibility into which clients are up-to-date on payments.

Best Practices for Maintaining the Integration

To ensure the ongoing success of your HubSpot-Xero integration, adhere to the following best practices:

  • Regularly review the data being synced to catch and correct any errors promptly.
  • Update the integration settings as your business processes change or as you add new fields and functionalities within HubSpot or Xero.
  • Provide training for your team on how to leverage the integration effectively.
  • Stay informed on any updates from HubSpot, Xero, and your integration tool to make the most out of new features and improvements.


Integrating HubSpot with Xero brings a myriad of benefits, from streamlined workflows and improved accuracy to enhanced decision-making insights. By following the steps and best practices outlined in this guide, you can set up a seamless integration that leverages the strengths of both platforms. As your business grows, keep fine-tuning your integration settings to ensure they continue meeting your evolving needs.