Hubspot Xero data sync setup guide

Connecting Hubspot with Xero lets you sync contacts, companies, and financial data so your CRM and accounting tools always show the same information. This guide walks you through how to set up the Xero data sync, manage settings, and understand what syncs between the two systems.

What the Hubspot Xero data sync does

The Xero data sync is a packaged integration that uses a one-way or two-way connection between Hubspot and Xero. Once configured, it can keep customer records aligned and surface invoice data for sales and service teams.

Key capabilities include:

Syncing contacts between the two systems
Syncing companies and related details
Creating invoices in Xero from Hubspot records
Bringing invoice details into your CRM timeline

The integration is built on data sync, so you can control which records move, how fields map, and whether the sync is one-way or two-way.

Requirements before connecting Hubspot and Xero

Before you can turn on the integration, confirm that both accounts and permissions meet the minimum requirements.

Hubspot requirements

You must have access to the App Marketplace in your Hubspot account.
You need permissions to install apps and manage integrations.
Your objects (contacts, companies, deals) should be set up with clean data and unique email addresses for contacts.

Xero requirements

An active Xero organization that you can connect to third-party apps.
Permission in Xero to authorize new connections.
Configured contacts and invoice settings so that new records from Hubspot can be accepted.

Check with your admin teams if you are unsure about either system’s permissions or plan level.

How to connect Hubspot and Xero

Follow these steps to install and authorize the integration between Hubspot and Xero.

Step 1: Install the Xero app from the Hubspot marketplace

In your Hubspot account, navigate to the App Marketplace.
Search for Xero.
Select the Xero app listing that uses data sync.
Click Install app.

Hubspot will redirect you to Xero to complete the connection.

Step 2: Authorize the connection in Xero

Log in to Xero when prompted, if you are not already signed in.
Select the Xero organization you want to connect to Hubspot.
Review the access permissions requested.
Click Allow access or the equivalent confirmation button.

After authorization, you will be returned to Hubspot to complete sync configuration.

Configure Hubspot Xero data sync settings

Once the integration is installed, configure what data will sync and how the sync behaves.

Choose your sync direction

The Xero data sync can support:

One-way sync from Hubspot to Xero: use Hubspot as the main source of customer data.
One-way sync from Xero to Hubspot: use Xero as the source of truth for contacts.
Two-way sync: changes in either system are reflected in the other, following conflict rules.

Select the option that matches your data governance approach.

Select which records to sync

You can limit which contacts or companies sync between Hubspot and Xero by using filters and lists.

Include only specific lifecycle stages or contact types.
Exclude test records or internal contacts.
Limit the sync to certain regions or customer groups.

This helps keep your Xero organization clean and avoids cluttering Hubspot with unneeded accounting records.

Map fields between Hubspot and Xero

Data sync includes default mappings, but you can review and adjust them so properties match your process.

Typical mappings include:

Contact name fields
Email address and phone numbers
Company name and company registration details
Addresses such as billing or physical address

Edit the mapping rules if your Hubspot properties or Xero fields use different labels or formats.

How contacts and companies sync between Hubspot and Xero

The integration focuses on keeping core customer records aligned across CRM and accounting.

Contact sync rules

Important behaviors for contact sync include:

Contacts are usually matched by email address.
If a match is found, the existing record is updated based on the sync direction.
If no match is found, a new contact may be created in the target system.
Some required Xero contact fields must be present for record creation to succeed.

Make sure your team maintains unique and valid email addresses in Hubspot for accurate matching.

Company sync rules

For company records:

Companies may be matched by name or another unique identifier configured in the mapping.
New companies can be created when needed, depending on your sync settings.
Company details like address and phone can flow in either direction.

Confirm that naming conventions are consistent between Hubspot and Xero to reduce duplicates.

Invoice data and Hubspot deal workflows

One of the most powerful parts of the integration is how invoice data connects to CRM activity.

Create Xero invoices from Hubspot

Depending on your configuration, you may be able to start an invoice directly from a deal or contact in your CRM.

Open the relevant contact, company, or deal record in Hubspot.
Use the Xero integration card or action button.
Fill in invoice details such as items, quantities, and dates.
Save and send the invoice via Xero.

This streamlines handoff from sales to billing and reduces double entry.

View invoice status in Hubspot timelines

Once invoice syncing is enabled, Hubspot can display invoice activity directly on the record timeline, such as:

Invoice created
Invoice approved or sent
Invoice paid or partially paid

Your teams can quickly see a customer’s billing status without leaving the CRM.

Monitor and manage your Hubspot Xero sync

After you turn the sync on, monitoring is essential to keep data reliable and make adjustments when needed.

Check sync status and logs

In the integration settings inside Hubspot you can:

See whether the sync is active or paused.
View the last sync time and the number of records processed.
Open error logs to diagnose failed records.

Use these tools regularly, especially right after the initial setup.

Handle sync errors and conflicts

Common issues include missing required fields, invalid formats, or conflicting changes.

Review error messages to see which field or rule failed.
Correct data in Hubspot or Xero based on the message.
Re-run the sync or wait for the next scheduled cycle.

If you use two-way sync, clearly define which system should win in case of conflicting updates, and confirm that this is reflected in your data sync settings.

Best practices for a stable Hubspot Xero integration

To keep your integration healthy over time, apply these operational best practices.

Standardize naming and formatting conventions between Hubspot and Xero.
Regularly clean up duplicates and old test records.
Limit sync scope to real customers and active accounts.
Train users on which system to edit for specific data points.

For teams that need advanced integration strategy or troubleshooting support, a specialist consultancy such as Consultevo can help design governance and workflows.

Learn more about Hubspot Xero data sync

This overview is based on the official documentation for the integration. You can review technical details, object coverage, and the latest updates directly from Hubspot at the following link: Hubspot and Xero data sync documentation.

By setting up your sync carefully, monitoring it regularly, and keeping data standards consistent, you can connect Hubspot and Xero in a way that gives sales, finance, and operations a shared, accurate view of every customer.

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