Trying to get your sales and accounting teams on the same page can feel like herding cats, right? Especially when your customer data lives in one system and your financial information in another. If you’re using HubSpot for your customer relationships and Xero for your accounting, you might be wondering, “Does HubSpot integrate with Xero?”
The quick answer is yes, absolutely! HubSpot and Xero can definitely talk to each other, and it’s a must for businesses looking to smooth out their operations, get a full picture of their customers, and keep everyone, from sales to finance, in the loop. This integration helps bridge the gap between your front-end customer interactions and your back-end financial processes, giving you end-to-end visibility of your customer’s journey—from that first website visit all the way to a paid invoice.
When these two powerful platforms work together, you can say goodbye to a lot of manual data entry and those pesky data silos that slow things down. It means your sales team can see important financial info, and your finance team has better context on customer interactions, all without constantly switching between apps. This way, you nurture leads, close deals faster, and ensure you’re getting paid on time, making your whole business run more efficiently.
Understanding the HubSpot and Xero Integration
So, how does this connection actually work? Well, there are a couple of main ways to link HubSpot with Xero, and each has its own strengths.
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Native Integration: The Built-in Solution
HubSpot offers a native integration with Xero, which is often the easiest way to get started. You can find this right in the HubSpot App Marketplace or through the Xero App Marketplace. This built-in connection lets you do some really handy things, like:
- Syncing Contacts: This is usually a one-way street, where your customer and supplier contacts from Xero get automatically pulled into HubSpot. If you update a contact’s details in Xero like their phone number or address, those changes will typically reflect in HubSpot, keeping your CRM up-to-date. HubSpot uses email addresses to match or create contacts, preventing duplicates.
- Invoice Visibility: You can usually see invoice details and payment statuses for your customers right within HubSpot, giving your sales and customer service teams a clearer financial view.
- Creating Invoices from HubSpot: In some supported regions like Australia, New Zealand, and the UK, and with more recent updates, you can even generate Xero invoices directly from a HubSpot deal record without leaving HubSpot.
- Syncing Payments BETA: There’s also a beta feature that allows for syncing payments applied to invoices, either one-way or bi-directionally, between Xero and HubSpot.
It’s important to remember that for contact data, the native integration traditionally works as a one-way sync from Xero to HubSpot. This means any changes to contact details usually need to be made in Xero for them to show up in HubSpot. However, HubSpot is constantly , and they now offer more flexible sync options one-way, bi-directional for contacts, products, and invoices depending on your specific setup and HubSpot plan Data Hub Starter or higher for custom field mappings.
Third-Party Tools: For Advanced Needs
Sometimes, the native integration, while great for basic needs, might not cover every single intricate workflow you have in mind. That’s where third-party integration tools come into play. Platforms like Zapier, Make formerly Integromat, Databox, and Invoice Stack are super popular choices.
These tools often provide: इनबाउंड मार्केटिंग क्या है? आपका कंप्लीट गाइड (Inbound Marketing Explained in Hindi)
- Two-way data syncing: This means information can flow freely and update in both HubSpot and Xero, not just one way.
- Custom field mapping: If you have unique fields in either system, these tools let you map them precisely, ensuring all your specific data points are transferred correctly.
- Complex workflow automation: You can set up “Zaps” or “Scenarios” that trigger actions in one app based on events in another. For example, when a deal is marked “Closed-Won” in HubSpot, it could automatically create a draft invoice in Xero.
- Enhanced reporting: Tools like Databox can pull live Xero data into custom dashboards within HubSpot or other reporting tools, giving you deeper insights.
For instance, a HubSpot-certified app like Invoice Stack specifically focuses on creating and sending Xero invoices directly from HubSpot, complete with support for payment plans, recurring subscriptions, and robust reporting. This kind of specialized tool can really level up what you can do compared to a basic native sync.
Key Benefits of Integrating HubSpot and Xero
Bringing your CRM and accounting software together isn’t just a technical exercise. it brings tangible benefits to your entire business.
1. Unified Customer View
Imagine having all your customer interactions, marketing data, sales pipeline, and financial history—like invoices and payment status—visible in one place. That’s what a HubSpot-Xero integration delivers. Your sales team can see if a customer has overdue invoices, and your finance team can understand the context of a sale, all within HubSpot. This “360-degree view” helps everyone make more informed decisions and provides a much better customer experience.
2. Streamlined Workflows and Automation
One of the biggest wins here is the reduction in manual data entry. When new contacts or updated details in Xero automatically sync to HubSpot, you don’t have to type the same information twice. This saves a ton of time and drastically cuts down on human error. What is HubSpot CMS Hub Professional?
You can also automate parts of your sales and billing cycle. For example, if a deal closes in HubSpot, you could trigger an automation that creates a draft invoice in Xero, speeding up your billing process significantly.
3. Improved Data Accuracy
Disconnected systems are breeding grounds for inconsistent data. Integrating HubSpot and Xero ensures that your customer information, pricing details, and financial records are consistent across both platforms. This accuracy is vital for everything from marketing segmentation to financial reporting and compliance.
4. Enhanced Team Collaboration
When sales, marketing, and finance teams can access relevant, up-to-date information from both systems, communication improves dramatically. Sales knows who to follow up with regarding payments, marketing can segment customers based on purchasing behavior, and finance has better context for customer queries. This shared visibility fosters a more collaborative environment.
5. Better Financial Visibility and Reporting
With invoice and payment data flowing into HubSpot, you can create custom dashboards and reports that combine sales performance with financial outcomes. This allows you to track key metrics like customer acquisition cost, customer lifetime value, and cash flow more effectively, giving you the insights needed to make smarter business decisions.
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Setting Up the HubSpot and Xero Integration
Connecting HubSpot and Xero is usually a straightforward process. Here’s a general guide, but remember, the exact steps might vary slightly depending on updates to either platform or if you’re using a third-party tool.
What You’ll Need
- An active HubSpot account a free CRM account works, but higher-tier plans like Data Hub Starter offer more advanced sync options.
- An active Xero account Starter, Standard, or Premium subscription.
- Admin access in both HubSpot and Xero to authorize the connection.
Step-by-Step Guide for Native Integration
- Head to the App Marketplace: You can start from either HubSpot or Xero. Many people prefer to start in HubSpot. In your HubSpot account, click the Settings icon in the top navigation bar. Then, in the left sidebar menu, go to Integrations > Connected Apps.
- Find the Xero Integration: Search for “Xero” in the marketplace search bar. Once you find the official “Xero CRM Integration” app, click on it.
- Install and Connect: Click “Install app” or “Connect app” and follow the on-screen prompts. You’ll typically be asked to log in to your Xero account and then grant HubSpot permission to access your Xero data.
- Configure Your Sync Settings: This is a crucial step! Once connected, you’ll usually be guided through setting up your data sync.
- Choose what to sync: You’ll select which objects you want to sync, such as Contacts, Invoices, or Items/Products.
- Set the sync direction: For contacts, it might be a one-way sync from Xero to HubSpot by default. However, for invoices and products, you might have the option for one-way or bi-directional sync especially for newer features in beta.
- Map fields: HubSpot usually provides default field mappings. If you have custom fields in either system, you might need Data Hub Starter or higher to map them manually.
- Filter data optional: You can set rules to sync only specific data if you don’t want everything transferred.
- Confirm and Activate: Review your settings to make sure everything looks right, then activate the sync. Your historical data might sync immediately, and new updates will happen as they occur.
Using Third-Party Tools e.g., Zapier
If you opt for a tool like Zapier, the process is generally:
- Sign up for Zapier or your chosen tool.
- Create a “Zap”: This is an automated workflow.
- Choose your Trigger App: For example, “New Contact in HubSpot.”
- Choose your Action App: For example, “Create Contact in Xero.”
- Connect accounts and map fields: You’ll link your HubSpot and Xero accounts and specify which data fields should correspond between the two.
- Test and activate: Run a test to ensure data flows correctly, then turn on your Zap.
These tools offer a lot of flexibility for more complex, custom automations beyond what the native integration might provide.
Common Use Cases for HubSpot-Xero Integration
Once connected, you can unlock a lot of smart workflows. Here are some common ways businesses use this integration: Hubspot marketing hub vs sales hub
- Invoice Generation from Deals: When your sales team closes a deal in HubSpot e.g., moves a deal to “Closed-Won”, an invoice can be automatically created in Xero.
- Payment Tracking: See if an invoice has been paid or is overdue right from the contact or deal record in HubSpot. This helps sales teams prioritize follow-ups and avoid chasing customers who have already paid.
- Customer Segmentation: Use Xero financial data within HubSpot to segment your contacts. For instance, you could create lists of high-value customers, customers with overdue invoices, or those who haven’t purchased in a while for targeted marketing or sales campaigns.
- Automated Reminders: Set up HubSpot workflows to send automated email reminders for overdue invoices, leveraging the synced financial data.
- Customer Service Context: When a customer calls, your service team can quickly see their purchase history and payment status in HubSpot, allowing for more informed and personalized support.
HubSpot Integrations Beyond Xero
While Xero is a popular choice for accounting, HubSpot plays well with many other business tools. Here’s a quick look at some other common integrations that you might be interested in:
Does HubSpot Integrate with QuickBooks?
Yes, absolutely! HubSpot integrates seamlessly with QuickBooks Online and there are solutions for QuickBooks Desktop as well. This integration is often highlighted for its robust capabilities, particularly its bi-directional sync for contacts, products, and invoices.
With HubSpot and QuickBooks Online, you can:
- Sync contacts and products in both directions, keeping both systems updated.
- Create invoices directly from HubSpot deals and have them sync to QuickBooks Online.
- View invoice information and payment events on the deal timeline in HubSpot.
- Automate tasks like sending payment reminders using HubSpot workflows based on QuickBooks data.
Many businesses find the QuickBooks Online integration to be very comprehensive, especially for managing billing directly from HubSpot. Hubspot Academy: Your Ultimate Guide to Digital Skills and Business Growth
Does HubSpot Integrate with Shopify?
Yes, it does! For e-commerce businesses, the HubSpot-Shopify integration is a powerful way to connect your online store with your CRM and marketing efforts. HubSpot offers a native app in the Shopify App Store that’s free to install.
Key features include:
- Two-way sync for Contacts and Products: Customer and product data can be synced bi-directionally between Shopify and HubSpot.
- One-way sync for Orders and Abandoned Checkouts: Orders and abandoned carts from Shopify are synced to HubSpot, often appearing as deals.
- Marketing Automation: Use Shopify data like purchase history, abandoned carts to trigger personalized email campaigns, loyalty programs, and follow-ups through HubSpot Workflows.
- Customer Behavior Tracking: Get insights into website visitors, page performance, and lead conversions from your Shopify store directly in HubSpot.
This integration helps you turn visitors into loyal customers, recover abandoned carts, and analyze your e-commerce performance all within HubSpot.
Does HubSpot Integrate with Wix?
Yes, Wix can connect with HubSpot, though often it relies on embedding HubSpot elements or using third-party tools like Zapier for more advanced automation.
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- HubSpot Tracking Code: You can easily install the HubSpot tracking code on your Wix site, allowing HubSpot to track visitor activity, page performance, and collect analytics data.
- Embedding HubSpot Forms: You can create forms in HubSpot and embed them directly onto your Wix website. When visitors fill out these forms, their details are automatically captured as contacts in HubSpot.
- Wix Forms and Contact Sync: The HubSpot app for Wix or integrations via Zapier can automatically sync submissions from Wix Forms to HubSpot, creating new contacts or updating existing ones. It also records these form fills as events on contact timelines in HubSpot.
The main goal here is to ensure that leads captured through your Wix site flow directly into your HubSpot CRM for nurturing and management.
Does HubSpot Integrate with Outlook?
Absolutely! HubSpot provides a robust integration with Microsoft Outlook to help sales and service teams manage their email communications more efficiently.
With the HubSpot Sales Outlook add-in now primarily the web add-in, as Microsoft is transitioning Outlook for Windows, you can:
- Log Emails to CRM: Easily log emails sent from Outlook to associated contacts, companies, and deals in HubSpot with just one click.
- Track Email Engagement: Get real-time notifications when recipients open your emails or click on links within them, giving you insights into engagement.
- Access Sales Tools: Use HubSpot sales tools like email templates, snippets, scheduling links for meetings, and sequences directly from your Outlook inbox.
- View CRM Details: See contact and company information from HubSpot right in your Outlook sidebar, without needing to switch applications.
HubSpot recommends using the HubSpot Sales web add-in for the best experience, as it’s compatible across PC, Mac, and Office online and is actively developed by HubSpot due to changes in Microsoft’s Outlook for Windows.
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Limitations and Considerations
While integrating HubSpot and Xero offers many benefits, it’s also good to be aware of some potential limitations or nuances:
- Sync Direction for Contacts: As mentioned, the native integration often defaults to a one-way sync from Xero to HubSpot for contact updates. If you need two-way syncing for contacts or other advanced features, a higher-tier HubSpot plan like Data Hub Starter for custom field mappings or a third-party tool might be necessary.
- Invoice Editing: If you’re using HubSpot’s beta two-way invoice sync, invoices created in HubSpot generally need to be edited there to ensure they sync correctly. Invoices created directly in Xero can be edited within Xero without issues.
- Supported Regions for Invoice Automation: The native invoice creation directly from HubSpot is primarily supported in regions like Australia, New Zealand, and the UK. If you’re outside these areas, you might need a third-party solution for seamless invoice creation from HubSpot.
- Customization: For highly specific workflows or complex data mapping, the native integration might be too basic. In these cases, investing in a robust third-party integration platform like Zapier or Blendr.io, or even a custom API integration, could be a better fit.
- Data Consistency: Always ensure your data hygiene is good in both systems before integrating. Poor data quality in one system can lead to issues in the other.
Frequently Asked Questions
What kind of data can be synced between HubSpot and Xero?
Typically, you can sync customer and supplier contact information, including details like names, email addresses, phone numbers, and addresses. For financial data, you can usually sync invoices, their statuses paid, overdue, and potentially payments applied to those invoices, especially with newer updates or third-party tools.
Is the HubSpot-Xero integration two-way?
For contact data, the native HubSpot-Xero integration traditionally operates as a one-way sync, with Xero updating HubSpot. However, HubSpot has been expanding its capabilities, and a bi-directional sync for invoices and items/products is available, sometimes in beta, depending on your HubSpot plan. Third-party tools like Zapier or Invoice Stack often provide more robust two-way syncing options. How to Log In to HubSpot: Your Complete Guide to Accessing Your Account
Can I create Xero invoices directly from HubSpot?
Yes, in many cases, you can! HubSpot’s native integration, especially for users in supported regions Australia, New Zealand, and the UK, allows you to create Xero invoices directly from a HubSpot deal record. Specialized third-party apps like Invoice Stack also offer this functionality with enhanced features.
Do I need a paid HubSpot or Xero account to integrate them?
You can typically use a free HubSpot CRM account with a Starter, Standard, or Premium Xero account to establish the basic native integration. However, for more advanced features like custom field mappings, bi-directional syncing for certain objects, or leveraging HubSpot’s more powerful automation workflows, you might need a higher-tier HubSpot plan, such as Data Hub Starter. The integration itself is generally free to set up, but you need active subscriptions to both platforms.
What are the main benefits of linking HubSpot and Xero?
The main benefits include a unified view of your customer journey from lead to paid invoice, reduced manual data entry, improved data accuracy across sales and finance, enhanced team collaboration, and better financial visibility through integrated reporting. This all leads to more efficient operations and better business decision-making.
What if the native HubSpot-Xero integration isn’t enough for my business?
If the native integration doesn’t meet all your complex needs, you have great options! Many businesses turn to third-party integration platforms like Zapier or Make formerly Integromat for more advanced workflow automation, custom field mapping, and true two-way data syncing. There are also specialized apps in the HubSpot Marketplace, like Invoice Stack, that extend specific functionalities like invoice management.
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