Hubspot to Xero - Order to Invoice

Learn how to use the Hubspot to Xero Template.

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.

Hubspot	Xero
Contacts	Contacts
Companies	Contacts
Products	Items
Deals and Line Items	Invoice & Invoice Line Items/Sales Quote & Sales Quote Line Items
Invoices and Line Items	Invoice & Invoice Line Items/Sales Quote & Sales Quote Line Items

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].

   For Xero connection help, click [here].

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

Configuration Forms

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

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.

  
• Or, click Next to schedule the integration.

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.

  
• Click Save to apply or Cancel to discard changes.

• 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.

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.)