How to sync your HubSpot data to Xero

3 minute read · Written by admin · Last updated 13 Mar 2024

Syncing line items and invoices into Xero using tools such as InvoiceStack is straightforward, but what about all the other data from HubSpot you want to send to Xero?

Use cases for syncing HubSpot data to Xero

There are lots of reasons you’d might need to sync extra data fields to Xero from HubSpot, here are some of the most common:
•    So that the Finance team can identify the details of the deal
•    Purchase order or confirmation numbers to display on the invoice
•    Sending additional data for reporting purposes

All of these can be done – but Xero doesn’t support custom fields in the same way that HubSpot does – so what are our options?

Link to Deal

The most common use-case is giving the finance team more background information about a deal. If you’re happy to give your team access to HubSpot, this is straightforward.

When you view an invoice in Xero that’s been generated by InvoiceStack – you’ll see a link that reads “Open in InvoiceStack” – click it and it will take you straight to the deal inside HubSpot. 

If you’re using more advanced data tools you can also extract the HubSpot deal ID from this field (it’s called InvoiceURL). 

Reference Field

The reference field in Xero is a free-type text field, the data from this is shown on an invoice when it’s sent to a customer. It’s commonly used for a Purchase Order number or reference number. This is usually the first option to consider as it’s easy to get set up.

Inside InvoiceStack you can customise how the reference field is generated each time you create an invoice from a deal, and you can use one or more HubSpot deal properties. 

So for example, if you had a HubSpot field called PO and wanted the Sales person too, InvoiceStack can be configured to fill out the reference field as follows: PO1234 / Deal Owner. You can use whatever delimiters you like (the bit between the slashes).

If you need something that’s more complex, such as a generated reference code, you could create this as a field in HubSpot first, and then use that field as the default reference field.

There are some limitations to this approach, it gets cumbersome if you have lots of different pieces of data, and the data is shown to your customer.

Tracking Categories

For reporting, tracking categories can be really powerful, as you can build reports inside Xero with this data. For example you might want to track the Region or Team that generated the revenue.

Inside Xero you can create 2 Tracking Categories, each with up to 100 options.

InvoiceStack supports setting tracking categories across the whole deal, and can be configured to Auto-fill the tracking category, based HubSpot deal properties.

More Data

As Xero doesn’t support custom fields in the same way as say, QuickBooks, there aren’t too many options left for sending more data. The fall back if you’d like the client to see more data on an invoice is to add additional line items with further descriptions on. The InvoiceStack team can help you get these auto-filled if that’s a route you’d like to look at – just get in touch.

Give Invoice Stack a try

Getting started with Invoice Stack is easy! Try it for yourself with a 21-day free trial, no credit card required and get set up in minutes. Or, if you'd like to take a deeper dive or show your team - book a demo slot at a time that suits you.