How to Connect HubSpot CRM with Xero (2026)

How to Connect HubSpot CRM with Xero

The HubSpot CRM and Xero integration connects your sales and marketing operations with your accounting platform. Xero is widely used by small businesses and agencies, particularly in the UK, Australia, and New Zealand. By linking it with HubSpot, you can generate invoices from closed deals, sync customer data between systems, and give your sales team visibility into payment status without switching to Xero.

HubSpot offers several Xero integration options through its App Marketplace, including connectors from providers like SyncSmart and Unito. Zapier and Make also provide straightforward connections for common workflows. For deeper requirements, both HubSpot and Xero offer well-documented REST APIs for custom integrations.

This pairing is ideal for service businesses that manage their sales pipeline in HubSpot and handle invoicing and bookkeeping in Xero, ensuring financial data stays accurate without double entry.

Integration Methods

Native Integration Setup

Step 1: Find a Xero Connector in HubSpot

In HubSpot, go to Settings → Integrations → App Marketplace. Search for "Xero" and review the available connectors. Select one that fits your requirements.

Step 2: Install and Authorize

Click Install App and follow the prompts to connect your Xero organization. Sign in to Xero and authorize the connector to access invoices, contacts, and accounts.

Step 3: Configure Contact Mapping

Set up how HubSpot contacts and companies map to Xero contacts. Choose the matching key (email address or company name) and sync direction.

Step 4: Set Up Invoice Workflow

Configure when invoices should be created in Xero. Options include automatic creation when a HubSpot deal reaches a specific stage, or manual creation triggered by the sales rep from the deal record.

Step 5: Map Products and Line Items

Align HubSpot products with Xero items. Set up default tax rates, accounts, and descriptions so that invoices are generated with the correct financial details.

What Data Syncs

Use Cases

Agency Client Billing

A marketing agency manages client relationships in HubSpot and billing in Xero. When a retainer deal is marked as active in HubSpot, a recurring invoice is created in Xero. Payment confirmations sync back so account managers know which clients are current on payments.

Revenue Forecasting

Combine HubSpot deal pipeline data with Xero payment history to build accurate revenue forecasts. Sales leaders can see not just expected revenue but actual collection patterns, improving cash flow predictions.

Automation Recipes

• When: a HubSpot deal stage changes to "Closed Won" → Then: create a Xero invoice with line items and payment terms
• When: a Xero invoice is paid → Then: update the HubSpot deal with payment date and mark as "Paid"
• When: a new HubSpot company is created → Then: create a matching Xero contact with billing details
• When: a Xero invoice is overdue by 30 days → Then: create a HubSpot task and send an automated follow-up email

Troubleshooting

Invoice creation fails with tax code errors

Xero requires a valid tax code on every line item. Ensure your product mappings include the correct Xero tax rate. If your HubSpot products do not have tax information, set a default tax rate in the connector configuration.

Contact sync mismatches

Xero contacts and HubSpot contacts may use different naming conventions. If matching by company name, ensure names are identical in both systems. Consider using email as the primary matching key for better accuracy.

Limitations

Most HubSpot-Xero connectors are third-party apps with their own subscription fees. Xero's API rate limit of 60 calls per minute can slow down bulk syncs. Complex invoicing features like Xero repeating invoices, overpayments, and batch payments may not be supported by all connectors. Multi-currency invoicing requires matching currency settings in both HubSpot and Xero. Xero does not support custom fields on contacts, which limits the data that can sync from HubSpot's custom properties.