# HubSpot to Xero - Order to Invoice

## Introduction

DBSync’s HubSpot to Xero Integration provides a seamless and configurable solution for synchronizing financial and CRM data between HubSpot and Xero.

This integration supports the following object mappings:

* **HubSpot:** Contacts, Companies, Products, Deals and Line Items, Invoices, and Invoice Line Items.
* **Xero:** Contacts, Items, Invoices and Line Items, Quotes and Line Items.

Alongside real-time synchronization, DBSync enables historical data migration—such as outstanding invoices—making it ideal for system transitions or accounting data consolidation.

The integration includes pre-built field mappings while remaining flexible enough to support complex, conditional, or business-rule-driven scenarios.

DBSync automatically updates its integration templates, ensuring access to the latest features without requiring manual intervention.

## Data Flow

An example of the data flow for the integration from HubSpot to Xero is shown in the table below.

<table><thead><tr><th width="217.85711669921875">HubSpot</th><th>Xero</th></tr></thead><tbody><tr><td>Contacts</td><td>Contacts</td></tr><tr><td>Companies</td><td>Contacts</td></tr><tr><td>Products</td><td>Items</td></tr><tr><td>Deals and Line Items</td><td>Invoice &#x26; Invoice Line Items/Sales Quote &#x26; Sales Quote Line Items</td></tr><tr><td>Invoices and Line Items</td><td>Invoice &#x26; Invoice Line Items/Sales Quote &#x26; Sales Quote Line Items</td></tr></tbody></table>

## Process to Run the Integration

To use the pre-built HubSpot to Xero Integration template, follow these steps:

1. Add the Template
   * Login to DBSync Cloud Workflow.
   * From the home screen, click **Add Template**.
   * Select the **HubSpot to Xero Integration** Template which supports bi-directional workflows between HubSpot and Xero.
   * The template will be added to your Projects.
2. Connect Applications

   * Select the template to open the Task screen.
   * Click **Setup** to launch the setup wizard.
   * Under the **Connect** tab, confirm both Salesforce and Xero are connected.

   For HubSpot connection help, click \[[here](https://docs.mydbsync.com/cloud-workflow/connectors/hubspot)].

   For Xero connection help, click \[[here](https://docs.mydbsync.com/cloud-workflow/connectors/xero)].

   * Click **Test Connection** under **Advanced Properties** to ensure proper linkage.

<figure><img src="https://1036205596-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fv9avy716UiAsS24zOznZ%2Fuploads%2FLPcD4cgAdFfl0UbTNmtb%2FHubspot_to_Xero.png?alt=media&#x26;token=f19c31d4-62e5-41f2-9f7c-287e4407e016" alt=""><figcaption></figcaption></figure>

## Configuration Forms

The Setup screen provides you with multiple pre-populated forms to configure the sync.

<figure><img src="https://1036205596-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fv9avy716UiAsS24zOznZ%2Fuploads%2FzSgEBWMK1AtDYI87QN96%2FHubspot_to_Xero_2.png?alt=media&#x26;token=7e76bb60-63b2-44ea-9b3a-b48a52cf1b8b" alt=""><figcaption></figcaption></figure>

This configuration allows you to control which HubSpot objects are synchronized with Xero and how they are created.

* **Sync Companies from HubSpot to Xero Contacts**\
  Select *Yes* from the dropdown to create or update HubSpot Companies as Contacts in Xero. Select *No* from the dropdown to disable this sync.
* **Sync Contacts from HubSpot to Xero Contacts**\
  Select *Yes* from the dropdown to create or update HubSpot Contacts as Contacts in Xero. Select *No* from the dropdown to disable this sync.
* **Sync Products from HubSpot to Xero**\
  Select *Yes* from the dropdown to create or update HubSpot Products as Items in Xero. Select *No* from the dropdown to disable this sync.
* **Sync Deals from HubSpot to Xero**\
  Select *Yes* from the dropdown to sync HubSpot Deals to Xero.\
  When enabled, select the transaction type to be created in Xero: *Quote* or *Invoice*.
* **Sync Invoices from HubSpot to Xero**\
  Select *Yes* from the dropdown to sync HubSpot Invoices to Xero.\
  When enabled, select the transaction type to be created in Xero: *Invoice* or *Quote*.

This setup provides flexibility to enable or disable object-level synchronization based on business requirements.

### Run or Schedule Integration

Once the configuration is complete:

* Click **Run Now** to execute the sync immediately.<br>

  <figure><img src="https://1036205596-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fv9avy716UiAsS24zOznZ%2Fuploads%2FqCCJwZDZTvBdXQITkIXE%2Funknown.png?alt=media&#x26;token=ec2577e0-e6ab-4bf0-817f-c83e572e753e" alt=""><figcaption></figcaption></figure>
* Or, click **Next** to schedule the integration.

&#x20;      To schedule:

* Set **Start Date** and **Start Time**.
* From the **Repeat** dropdown, select a frequency: *Minutes*, *Hours*, or *Days*.
* If *Minutes* is selected, specify the interval.

  <figure><img src="https://1036205596-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fv9avy716UiAsS24zOznZ%2Fuploads%2F75Lqp3iEFHgLBVKbGBI1%2Funknown.png?alt=media&#x26;token=e6c5cd15-89f4-4992-9360-1a777a220906" alt=""><figcaption></figcaption></figure>
* Click **Save** to apply or **Cancel** to discard changes.&#x20;
* Use **Previous** to modify settings and **Finish** to confirm.

### Required Field Setup for Proper Synchronization

For a successful synchronization, the following fields must be created on the specified HubSpot objects.&#x20;

**Contact Object – Fields to Create**

* dbsync\_id

**Companies Object – Fields to Create**

* dbsync\_id

**Product Object – Fields to Create**

* dbsync\_id

**Deals Object – Fields to Create**

* dbsync\_id
* generate (Picklist with values: Invoice, Invoice Updated, Invoice not Updated, Quote, Quote Updated, Quote not Updated.)

**Invoice Product Object – Fields to Create**

* dbsync\_id
* generate (Picklist with values: Invoice, Invoice Updated, Invoice not Updated, Quote, Quote Updated, Quote not Updated.)


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