HubSpot and Xero Integration Problems

Invoicing and Data Integrity Issues

The native integration between HubSpot and Xero presents ongoing challenges when it comes to syncing accurate and comprehensive invoice data across both platforms. Invoices may not reflect correct VAT, discounts, or pre-payments, and often fail to attach to the right contact or company records. This leads to unreliable financial tracking, inflated deal values, and broken reporting dashboards. Additionally, duplicate entries and incomplete data mapping introduce inconsistencies that force teams to rely on manual corrections or workarounds. These inefficiencies slow down operations, introduce risk into revenue reporting, and undermine the trustworthiness of both CRM and accounting data.

PROBLEMS WITH THIS INTEGRATION

(Problems we know how to solve)

Duplicate Contact Lookup Issues

Contacts are frequently duplicated or fail to match due to inconsistent lookup logic between platforms. Plus custom properties can't be passed from the ecommerce platform to Xero causing problems in HubSpot

Duplicate Invoices Syncing Back

Invoices sometimes get duplicated during the sync process, creating reporting inaccuracies and confusion. Creating manual checks and updating.

Invoices Not Attached to Companies

Invoices sync to contacts only, not companies, which means company-level reporting in HubSpot is incomplete.

VAT Passing Incorrectly

The integration fails to pass VAT from Xero to HubSpot invoice line items, making financial data inaccurate. Or if VAT is included on the invoice, it can be added to the deal value in HubSpot, inflating sales metrics.

Handling Pre-payments, Discounts and Refunds Correctly

Pre-payments or discounts in Xero result in negative values that do not sync properly, causing misalignment in deal values. Refund data is only available in Xero, leaving a blind spot in HubSpot for revenue tracking.

Multiple Invoices per Deal Not Supported

You can't link more than one invoice to a single deal, requiring manual cloning and reassignment.

HOW WE SOLVE THE PROBLEM

Implement intelligent sync logic that handles duplicates and ensures proper contact/company associations.
Use custom coded workflows and field mappings to reflect accurate VAT, pre-payments, and refund data.
Configure support for multiple invoices per deal, eliminating the need for manual cloning.
Create custom deal logic using SKU and property values to categorise deals correctly.
Build reporting alignment across HubSpot and Xero through smart field tracking and lookup workflows.

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HUBSPOT AND XERO INTEGRATION PROBLEMS

Invoicing and Data Integrity Issues

PROBLEMS WITH THIS INTEGRATION

Duplicate Contact Lookup Issues

Duplicate Invoices Syncing Back

Invoices Not Attached to Companies

VAT Passing Incorrectly

Handling Pre-payments, Discounts and Refunds Correctly

Multiple Invoices per Deal Not Supported

HOW WE SOLVE THE PROBLEM

HOW DO WE IMPLEMENT A SOLUTION?

STEP 1 - Audit

STEP 2 - Design

STEP 3 - Build

SEE THE IMPACT OF OUR WORK

WANT TO TALK AND FIND OUT HOW WE CAN HELP?

WE NEVER TAKE A ONE-SIZE-FITS-ALL APPROACH BECAUSE EVERY BUSINESS IS DIFFERENT.

We provide CRM consultancy, migration, project management and marketing services including:

01.

DESIGN

02.

BUILD

03.

OPTIMISE

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