Many companies struggle with disconnected systems that slow down workflows and create data silos. Integrating your Customer Relationship Management (CRM) tool with your accounting software solves this common challenge by streamlining processes, improving data accuracy, and providing a unified view of your customer journey. In this blog, we’ll explore how the powerful integration between Xero and HubSpot CRM can transform your business operations to enhance collaboration, automate key tasks, and drive smarter decision-making from lead generation all the way through to invoicing.
Content Outline
Key Summary
Streamlined Contact Management
The one-way sync from Xero to HubSpot ensures your sales and marketing teams always work with the most accurate customer data, reducing manual entry and duplication.
Unified Customer Insights
With invoice and contact data integrated, your team gains full visibility across the entire customer lifecycle—from lead to payment—enabling more informed decision-making.
Automated Invoicing and Alerts
Businesses in supported regions can create and track Xero invoices directly in HubSpot and even set up workflows to trigger alerts based on overdue payments or cash flow changes.
Smarter Marketing and Segmentation
Use synced financial data to personalize campaigns, trigger automated workflows, and segment contacts based on invoice status or customer value.
Enhanced Collaboration Across Teams
Integration aligns your sales, finance, and marketing departments with shared goals and real-time access to key financial and customer metrics—all in one place.
What Is the Xero + HubSpot Integration?
The Xero + HubSpot integration connects your accounting system with your CRM, allowing important contact and invoice data to flow between the two platforms automatically. This integration ensures your sales and finance teams work from the same up-to-date information without duplicating.
For example, when you update a contact in Xero, that information is automatically reflected in HubSpot which helps your sales team stay informed with the latest payment statuses, customer types, and contact details.
How It Works
At the core of the integration is contact syncing. Xero uses email addresses as identifiers to match or create contacts in HubSpot. Once connected, any updates made to a contact in Xero such as changes to their name, phone number, or status as a customer or supplier are pushed to HubSpot. This ensures that your CRM always displays the most current customer data pulled from your accounting software.
This is a one-way sync from Xero to HubSpot. Changes made in HubSpot do not update back to Xero, so all contact updates must be made in Xero to reflect in both systems.
Integration Options: Native vs. Third-Party
There are two main options to connect Xero and HubSpot:
- Native Integration: HubSpot offers a built-in Xero integration that allows for basic contact and invoice visibility. It’s easy to set up and requires no technical expertise.
Third-Party Tools: Platforms like Zapier, Make (formerly Integromat), or Databox can provide advanced functionality, such as custom field mapping, two-way data syncing, and workflow automation.
Depending on your business requirements, you can choose the integration type that best suits your operational complexity.
Compatibility and Requirements
The Xero + HubSpot integration is compatible with:
- All Xero paid plans (Starter, Standard, Premium)
- All HubSpot plans, including the Free CRM plan
Supported Regions for Invoice Sync
While contact syncing is available globally, invoice syncing functionality is currently only supported in Australia, New Zealand and the United Kingdom. If your business operates in one of these regions, you’ll be able to view synced invoices directly in HubSpot for better visibility into billing activity.
Key Benefits of Integrating HubSpot CRM with Xero
1. Seamless Contact Syncing
One of the most immediate advantages of the HubSpot–Xero integration is automated contact syncing. Once connected, Xero automatically transfers and updates contact data in HubSpot.
- No duplication: Existing HubSpot contacts are updated, not duplicated.
- Real-time sync: Any changes made in Xero such as updated phone numbers or customer status are reflected in HubSpot.
- One-way sync: It’s important to note this is a one-way integration (Xero → HubSpot). Updates must be made in Xero to reflect across both platforms.
This ensures your sales and marketing teams always have access to the latest customer data, without manual input.
2. Full Visibility Across the Customer Lifecycle
The integration provides a 360-degree view of your customer journey, from the first touchpoint to final invoice payment. Sales, finance, and marketing teams can all access:
- Invoice status within CRM records
- Customer purchase history
- Lifecycle stage updates tied to payment activity
With Xero invoice data synced into HubSpot, you can easily segment your contacts based on financial criteria, such as:
- Customers with overdue invoices (e.g. 7 or 30+ days)
- Clients who have never purchased
- High-value customers with frequent payments
These insights empower smarter follow-ups and more targeted sales strategies.
3. Invoice Automation Without Leaving HubSpot
For users in supported regions ( Australia, New Zealand, and the UK), the integration allows you to generate Xero invoices directly from HubSpot without switching platforms.
- Create invoices from HubSpot deal records
- Track invoice status (e.g. paid, overdue) within your sales pipeline
- Trigger tasks or reminders based on invoice updates
This removes friction from the billing process and keeps your finance and sales efforts aligned.
4. Improved Team Collaboration
When CRM and accounting tools work together, your teams work better too. Sales team knows when clients haven’t paid. Finance sees who’s in the sales pipeline and marketing team can prioritize loyal or high-value customers. This shared visibility eliminates information silos and enables cross-department collaboration on shared revenue goals.
5. Enhanced Marketing Automation
With payment data flowing into HubSpot, your marketing automation becomes smarter and more impactful. You can set up automated workflows based on invoice status, such as:
- Sending a reminder email for unpaid invoices after 7 or 30 days
- Re-engaging inactive customers who haven’t purchased in 6+ months
- Triggering thank-you emails after payment is received
Use Xero data to personalize your marketing efforts and improve ROI through behavior-driven automation.
Step-by-Step Guide: How to Integrate Xero with HubSpot
Connecting Xero and HubSpot CRM allows you to streamline your sales and finance operations by syncing key contact information and invoice data. Whether you’re a small business owner or part of a growing sales team, this integration saves time, reduces errors, and boosts visibility across the customer lifecycle. Follow this step-by-step guide to get started with the Xero + HubSpot integration.
What You Need Before You Start
Before integrating, make sure you have an active Xero account (business pricing plan), aHubSpot account (Free CRM is compatible) and admin access to both platforms. Make sure to properly formatted contact phone numbers in Xero (e.g., +61298765432 for Australia). If you don’t have a HubSpot account yet, you can create one during the integration process.
Step 1: Access the Xero App Marketplace
- Go to the Xero App Store
- Search for “HubSpot CRM Integration”
- Click Get app to begin the connection process
Step 2: Connect Xero with HubSpot
- Log in to your Xero account
- Click your organisation name (top-left), then select Settings
- Click Connected Apps
- Find and select HubSpot CRM
- If you already have a HubSpot account, click Get Contact Sync. If not, click Sign up and create an account.
- Log in to your HubSpot account when prompted
- Click Grant Access to allow HubSpot to access your Xero contacts
- If access isn’t granted, the integration will be cancelled.
Step 3: Understand the Syncing Rules & Field Mapping
This integration is a one-way sync from Xero → HubSpot only.
What gets synced:
| Xero Field | HubSpot Field | Notes |
| First Name | First Name | Automatically mapped |
| Last Name | Last Name | Automatically mapped |
| Most recently updated contact with duplicate email is synced | ||
| Billing Address | Address | Populates in HubSpot’s address field |
| Primary Phone Number | Phone Number | Must start with ‘+’ and country code or it won’t sync |
If phone numbers in Xero are not formatted correctly, they will not transfer. Reformat and re-sync as needed.
Step 4: Confirm the Integration Is Active
To verify a successful sync:
- In Xero, click your organisation name > Settings
- Go to Connected Apps
- Confirm HubSpot appears in your list of connected apps
If contact phone numbers weren’t imported, disconnect and reconnect the integration after fixing formatting issues.
Troubleshooting Tips
When Contacts are not showing in HubSpot
Wait a few minutes or check the formatting of phone numbers and email addresses in Xero.
When You Need More Fields or two-way sync
Consider using Data Sync by HubSpot (available via the Xero App Store) for enhanced field mapping and two-way updates.
When Invoice syncing is not working
Ensure you are located in a supported region: Australia, New Zealand, or the UK. Only these countries currently support invoice creation and draft sync from HubSpot.
Tips To Maximize Your Xero & HubSpot Integration
Once you’ve connected Xero and HubSpot CRM, take it a step further by applying these advanced strategies to unlock even greater business insights and automation power:
Build Custom Dashboards with Databox
Create real-time dashboards that combine Xero financial data and HubSpot CRM metrics using Databox. Monitor key performance indicators (KPIs) like revenue, overdue invoices, and lead conversion in one visual dashboard which is perfect for sales, finance, and leadership teams.
Use HubSpot Lists and Filters with Xero Data
Leverage synced Xero data such as invoice status or contact tags to build smart lists and apply filters in HubSpot. For example, segment customers with unpaid invoices for targeted email follow-ups or isolate high-value clients for upselling campaigns.
Align Sales and Marketing with Shared Revenue Goals
Use integrated data to set mutual revenue-based KPIs across departments. Marketing can nurture leads based on invoice payment behavior, while sales can prioritize warm leads based on purchase history to bridge the gap between pipeline activity and actual revenue.
Track Financial Metrics in HubSpot Reports
With synced invoice data from Xero, you can build custom HubSpot reports that track revenue, payment trends, or invoice aging. This gives your team clear visibility into how marketing and sales activities influence bottom-line performance all within your CRM.
Conclusion
Integrating HubSpot CRM with Xero streamlines your business workflows by bridging the gap between sales and finance. This powerful integration automates contact syncing, provides a unified view of your customer lifecycle, simplifies invoice management, and enhances team collaboration while empowering your marketing with data-driven automation. Whether you’re looking to improve cash flow, boost sales efficiency, or gain real-time financial insights within your CRM, the Xero-HubSpot integration is an essential tool for modern businesses.
Choose FastLane as your trusted Xero integration partner for seamless CRM and accounting automation. As a Xero Silver Partner, FastLane combines deep expertise in both accounting and HubSpot CRM workflows, delivering tailored solutions that fit your business needs. With dedicated local support across Hong Kong, Singapore, and Malaysia, FastLane ensures smooth implementation and ongoing assistance to help you maximize the full potential of your Xero-HubSpot integration. Ready to optimize your accounting and CRM processes? Talk to FastLane’s Xero-certified advisors today and take your business productivity to the next level.
