To connect HubSpot and Xero, you have three options: HubSpot's own app (Xero by HubSpot, Data Sync), an app from the Xero App Store, or a Zapier zap. HubSpot's app is the main HubSpot integration with Xero. It moves contacts, products, invoices and payments between the two. Where it stops: quotes don't sync, only six currencies work, and an invoice made in HubSpot stops syncing if someone edits it in Xero. None of them chase the invoice that goes unpaid. AI agents do that, and keep the deal in HubSpot up to date.
Why the HubSpot integration with Xero matters
Sales wins the deal in HubSpot. Finance sends the invoice from Xero. Without a link, someone types the customer and the line items in twice, and the rep has no idea if the customer has paid.
So "connected" has to mean two things. Each won deal becomes the right invoice in Xero, with the right customer, items and tax. And the payment status comes back to HubSpot, so sales sees who has paid.
Three ways to connect Xero and HubSpot
One is made by HubSpot, some are made by other companies and listed by Xero, and one is from Zapier.
Xero by HubSpot (Data Sync)
- How it works
- You install it from the HubSpot Marketplace and log in to Xero. Then you set up four syncs: contacts, products, invoices and payments, each one way or both ways. HubSpot checks Xero for changes every 30 minutes.
- Good for
- Small businesses that bill from HubSpot, or that want sales to see Xero invoices on the customer's record.
- Where it breaks
- Invoices made in HubSpot must be edited in HubSpot, or they stop syncing. Quotes and HubSpot's automatic sales tax don't sync, and only six currencies work. Only payments made after you connect come across. Its HubSpot Marketplace reviews average 2.2 out of 5.
An app from the Xero App Store
- How it works
- Xero lists apps for HubSpot, such as Invoice Stack, Inbound Accounts, SyncQ and Cloudify. Several make Xero invoices from HubSpot and show the details back in HubSpot.
- Good for
- Teams that need quotes, custom mapping or invoices built from deals.
- Where it breaks
- Each app works its own way and is made by another company. Xero says it reviews each app but can't promise how it works, so test it on your own setup first.
A Zapier zap
- How it works
- Zapier's templates make Xero sales invoices when a HubSpot deal stage changes, or add new HubSpot contacts to Xero.
- Good for
- One simple step, like making the invoice when a deal moves to won.
- Where it breaks
- Each zap is one trigger and one action. Line items, tax, credit notes and payments are each more steps to build and check. Xero is a Premium app on Zapier.
Arkeo agents
- How it works
- Agents read each won deal in HubSpot, build the invoice in Xero with the right customer and items, and send it. Each day they check what's unpaid in Xero, send a polite reminder when an invoice is late, and post the payment status on the deal.
- Good for
- Teams where invoices go out late or get chased by hand, and sales keeps asking finance who has paid.
- Where it breaks
- Anything your rules keep for a person, like a price that doesn't match the deal, a credit note or a customer who disputes a bill, goes to your team in one message.
How to set up Xero by HubSpot: five steps
You need to be a Super Admin, or have App Marketplace access, in HubSpot.
- 1Install the app
In the HubSpot Marketplace, search for Xero by HubSpot (Data Sync), click Install, log in to Xero and click Accept. HubSpot's listing says two-factor login must be on in HubSpot first.
- 2Set up your tax rates in Xero first
Tax rates you make in HubSpot don't go to Xero. HubSpot brings in your Xero rates when you turn on invoice sync, so get them right in Xero first.
- 3
Sync contacts, then products
On the CRM syncs tab, set up Contact sync, then Product sync. Xero needs the customer and the products to exist before an invoice can sync.
- 4
Sync invoices and payments
Set up Invoice sync; only Open invoices go to Xero, not drafts. Then turn on payment sync.
- 5Run one deal from start to finish
Make one invoice and check it in Xero, line by line. The CRM syncs tab shows which records failed.
Where the HubSpot Xero integration stops
The fine print decides what can be billed from HubSpot. Change a product's SKU after it is on an invoice, and that invoice stops syncing until you add the line again. Tax rates you add in Xero later don't come over on their own. Only USD, CAD, EUR, GBP, AUD and NZD work, and if your HubSpot company currency doesn't match Xero's base currency, invoices won't sync.
Contacts have to match exactly. An invoice won't sync if its contact can't be found in Xero, most often because the email is different. A contact won't sync if another Xero contact has the same name. Card fees from HubSpot payments don't reach the Xero invoice, which HubSpot says can mean matching them by hand.
Reviewers say the same. On the HubSpot Marketplace the app averages 2.2 out of 5 from 46 reviews. The theme named most, in 13 reviews, is sending invoices from HubSpot to Xero; 6 name contact sync, and 6 say setup is hard. On the Xero App Store, several reviews say a two-factor login message kept it from connecting. And nothing in the app chases a late invoice. Finance still does that by hand.
The agents that do it
Each agent does one job from start to finish, some in your HubSpot and some in your Xero: the billing and chasing the app leaves behind. Your team talks to them in Slack or Teams.
Your CRM stays right without anyone typing.
- Logs emails and callsas they happen
- Checks off the task when the reply landsright away
- Moves the deal to the right stageper deal
Bills go out on time, and late payers get caught.
- Checks finished work against each client's planat month end
- Builds the invoice in Xeroper client
- Flags unpaid invoicesevery week
Get paid without chasing by hand.
- Finds invoices past dueevery day
- Sends a polite reminderon your schedule
- Tells your team who still owesevery Friday
Questions
Is my customers' information safe?
Yes. Agents work in your own HubSpot and Xero and see only what their job needs. Customer details never go into public AI. Agents can't move money out of your bank account. Agents connect to AI through business-grade connections audited under SOC 2.
Does HubSpot have a Xero integration?
Yes. HubSpot makes Xero by HubSpot (Data Sync), in the HubSpot Marketplace. It syncs contacts, products, invoices and payments, one way or both ways.
Does the Xero integration with HubSpot sync deals?
HubSpot's app syncs contacts, products, invoices and payments, not deals or quotes. To bill a deal, convert it into an invoice in HubSpot, use a Xero App Store app that builds invoices from deals, or have agents do it.
How often does HubSpot sync with Xero?
HubSpot's help says changes from HubSpot reach Xero within a few minutes, and changes from Xero reach HubSpot every 30 minutes. Sync now on the CRM syncs tab updates it on the spot.
What does it cost?
You get the price on the call, along with the hours it saves your team.