HubSpot Xero integration: streamline your sales and finance data

The HubSpot Xero integration allows you to synchronise customer data, invoices and payment status between your CRM and accounting software. This eliminates the need for manual data entry. By connecting these two essential systems, B2B organisations can ensure that sales and finance teams are always aligned and working from a central platform.

That being said, there are a few things to keep in mind because the Xero legacy connector on HubSpot will be retired in March. Keep reading to learn more about this change and discover how to make the transition as smooth as possible.

Key takeaways

• The legacy Xero–HubSpot integration is being retired: from March 13, 2026, the Xero-owned app (Xero by Xero) will be disconnected. Thus, if you don't migrate properly, invoicing and contact syncing will stop.
• Modern integrations improve revenue visibility: connecting HubSpot with Xero allows teams to track the full customer lifecycle using real invoice data, not projected deal values.
• Automation reduces admin and risk: generating Xero invoices directly from HubSpot deals cuts manual errors and speeds up handover between sales and finance.
• Choosing the right replacement matters: HubSpot Data Sync and specialist tools such as Invoice Stack offer different levels of automation, invoice handling and scalability.

The 2026 transition: what you need to know

It is important to note that Xero is currently in a period of transition. The legacy "Xero-owned" HubSpot CRM integration (often listed as "Xero by Xero") is scheduled for retirement on March 13, 2026.

If your organisation relies on this specific legacy app, it will be automatically disconnected on that date. This change does not affect:

• Xero integrations developed by HubSpot
• HubSpot Data Sync with Xero
• Third-party integrations connecting HubSpot and Xero
• Xero as an accounting system
• HubSpot as a Customer Relationship Management (CRM) platform

The HubSpot-built "Data Sync" integration is a solid alternative since Xero is not ending its broader support for HubSpot but simply retiring its own legacy connector.

How to check whether you are using the soon-to-be-retired Xero integration

1. Review connected apps in HubSpot
2. Open Settings, then select Integrations followed by Connected apps.
3. Scan the list for any application called Xero.
4. Check the Built by field:

• If it reads Built by Xero, you are using the integration that is being withdrawn.
• If it reads Built by HubSpot, this integration is unaffected by the retirement.

Check your HubSpot deal records
Open a deal record and look at the right-hand sidebar. To see if your account is connected to the Xero-managed integration, look for the following items:

• Integration invoices
• Legacy integration invoices

Benefits of integrating HubSpot and Xero

The benefits of a HubSpot Xero integration centre around efficiency and transparency. Disconnected systems often lead to blind spots where sales reps unknowingly pursue clients with overdue debts or where finance teams struggle with incomplete customer records.

Bridging the gap between sales and finance

The integration aligns sales and finance by ensuring that information flows automatically between departments. When a deal is closed in HubSpot, the relevant data – including products, quantities and pricing – is shared with Xero, allowing the finance team to process the invoice immediately. This eliminates the 'back and forth' emails traditionally required to confirm the specifics of the deal.

360-degree customer view to improve account management

A connected tech stack provides a holistic view of every customer. Reps can see a complete history of interactions, including calls, emails and financial health. This visibility allows for more strategic account management. Through a centralised system, you can identify cross-sell opportunities for customers who have a history of on-time payments, or pause proactive outreach to those with significantly overdue accounts.

Closed-loop reporting and attribution

Connecting your CRM to your accounting system provides you with the final piece of the reporting puzzle: actual revenue. Instead of relying on 'projected deal value', you can use verified invoice data for CRM financial reporting. This allows for more sophisticated B2B revenue attribution, mapping every pound of actual revenue back to the specific marketing campaign or sales activity that generated it.

Choosing your connection: Data Sync vs. third-party apps

With the retirement of the legacy Xero-built app, businesses now have two primary paths: the HubSpot-built 'Data Sync' app or specialised third-party connectors.

What HubSpot’s Data Sync can do

The 'Xero by HubSpot' app (or Data Sync) is the modern standard for this connection. It is built for simplicity and is available for users of all tiers, including the free one. It primarily handles:

• Two-way contact sync: keeping names, emails and phone numbers updated in both systems.
• Product-to-item mapping: synchronising HubSpot products with Xero items.
• Invoice visibility: allowing sales teams to view existing Xero invoices directly on a contact or company record in HubSpot.
• Invoice sync (Beta): HubSpot is increasingly supporting the syncing of invoice objects themselves, though this may require investing in the HubSpot Commerce Hub.

When you need a third-party app (e.g., Invoice Stack, Cloudify)

While HubSpot's Data Sync is powerful, it does have some limitations regarding complex automation. You should consider third-party apps if you require:

• Automated invoicing: instant creation of a Xero invoice as soon as a deal moves to 'Closed/Won' without manual clicks.
• Advanced payments: concrete support for deposits, split payments or complex recurring subscriptions.
• Deep field mapping: syncing data into specific custom Xero fields or tracking categories that Data Sync cannot access yet.

Key features of the integration

To get the most out of the HubSpot Xero integration, your configuration must match your specific B2B sales cycle.

Automating the deal-to-invoice workflow

Efficiency is the biggest win in this integration. You can set up triggers so that when a deal reaches a specific stage, the system will automate sales invoicing by collecting all deal information directly and putting it into a Xero draft. This saves hours of administrative time and makes it so that the invoice matches the quote exactly.

Mapping your data fields correctly

Correct field mapping is essential for a reliable HubSpot to Xero two-way sync. While basic details map automatically, sometimes it's necessary to add unique deal properties, such as 'Purchase Order Number' or 'Payment Terms', into the Xero reference field. Make sure that you use dropdown menus in HubSpot where possible to prevent formatting mismatches during the sync.

Handling multi-currency and tax codes

For companies operating internationally, the integration must handle multi-currency transactions and varied tax rules. Advanced connectors can import your Xero tax rates directly into HubSpot, allowing sales teams to apply the correct VAT or GST at the deal stage. This ensures that the final invoice is financially compliant and accurate.

Common pitfalls and how to avoid them

Even the best software cannot overcome 'dirty' data or a lack of clear organization.

Data hygiene: the importance of clean emails

HubSpot and Xero primarily use the email address field as a unique identifier for record matching. If your database has duplicate contacts or incorrect emails, the sync will create messy, fragmented records in both systems. Always perform a data audit and clean up duplicates before initiating the sync.

Unclear instructions

A common mistake is turning on an unrefined HubSpot to Xero two-way sync. Without clear governance, systems can overwrite each other with outdated information. It is best practice to define a 'system of record' for specific data points. This could mean letting HubSpot own marketing data, but making Xero the master for financial fields like billing address and VAT numbers.

Conclusion

Integrating HubSpot with Xero allows you to streamline your entire revenue process. While the legacy Xero-built app is retiring in March 2026, the Data Sync option that is native to HubSpot and specialised third-party tools provide more power and reliability than ever before.

By removing manual steps, your team can focus on growth rather than paperwork.