HubSpot builds its own Xero app, called Data Sync. It syncs contacts and products one way or both ways, invoices one way in either direction or both ways, and payments applied to those invoices. It is available on every HubSpot plan, and custom field mappings need Data Hub Starter. Card fees don't sync to the Xero invoice, draft invoices don't sync, only payments made after you connect come across, and six currencies are supported. With several Xero organisations, check how each deal's invoice reaches the right one before you connect.
Checked against HubSpot's knowledge base article (last updated 29 September 2026), HubSpot's App Marketplace listing and Xero's app store on 21 October 2026. HubSpot changes its integrations often, so the changelog at the end records each update.
Is there a HubSpot Xero integration?
Yes. HubSpot builds one itself. Its knowledge base calls it HubSpot and Xero (Data Sync), and Xero's app store lists it as "Data sync by HubSpot". (HubSpot App Marketplace: Xero data sync, Xero App Store: Data sync by HubSpot)
According to HubSpot's listing:
- Price. The integration costs nothing. HubSpot notes that "free" refers to the integration, not to your HubSpot and Xero subscriptions.
- Xero. You need a Xero subscription.
- Security. Two-factor authentication has to be on in HubSpot before you install.
- Quotes. HubSpot quotes don't sync.
HubSpot's knowledge base says the app is available on all HubSpot products and plans, though some features need extra subscriptions. Custom field mappings need at least Data Hub Starter. A Super Admin, or a user with App Marketplace permissions, connects it. (HubSpot: connect HubSpot and Xero (Data Sync))
Xero's "Connect Xero and HubSpot" collection lists HubSpot's app beside seven apps from other companies. (Xero: connect Xero and HubSpot) This guide covers HubSpot's own app.
What does the HubSpot Xero integration sync?
Four kinds of record, each with its own direction setting. (HubSpot: connect HubSpot and Xero (Data Sync))
| HubSpot | Xero | Direction |
|---|---|---|
| Contacts | Contacts | One way or both ways |
| Products | Items | One way or both ways |
| Invoices | Invoices | Xero to HubSpot, HubSpot to Xero, or both ways |
| Payments applied to invoices | Payments | Xero to HubSpot, or both ways |
HubSpot recommends syncing in that order: contacts, then products, then invoices. Xero needs an invoice's contact and products to exist before the invoice can arrive.
Changes made in HubSpot reach Xero within a few minutes. Changes made in Xero reach HubSpot every 30 minutes, and a "Sync now" button runs a sync straight away.
When you set up invoice sync towards Xero, Xero's tax rates are imported into HubSpot. Tax rates you change in Xero later don't update in HubSpot on their own.
What doesn't sync?
HubSpot's article lists these limits:
- Card fees. If you turn on credit card fees in HubSpot's payment settings, the fee won't sync to the invoice in Xero. HubSpot recommends turning the setting off when you use the integration.
- Drafts. Draft invoices don't sync to Xero. An invoice has to be open.
- Older records. Only invoices created or changed after the sync started go to Xero, and only payments created after you connect come back to HubSpot.
- HubSpot's automated sales tax. Invoices that use it don't sync to Xero, and tax rates created in HubSpot don't sync either.
- Edits on the wrong side. An invoice created in HubSpot has to be edited in HubSpot. Changing it in Xero causes a sync error.
- SKU changes. Changing a product's SKU after it is on a synced invoice stops that invoice from syncing until the line item is removed and added again.
- Custom invoice fields. A PO number and other custom fields aren't mapped by default. Each needs a custom field in Xero and a mapping in HubSpot.
- Currencies. Six are supported: USD, CAD, EUR, GBP, AUD and NZD.
HubSpot also recommends talking to your accounting and legal teams before you connect.
Two more points from the error list: a contact's name has to be unique in Xero, and the invoice's contact has to exist in both systems, which usually fails because email addresses don't match.
Where does a payment plan fit?
The integration syncs invoices and the payments applied to them. A payment plan adds a schedule: a deposit now and the balance on set dates, each payment recorded against the same invoice as it comes in.
How far HubSpot goes on its own depends on the tool you use and your HubSpot plan. HubSpot payment plans with more than four payments covers the options, and taking a deposit and scheduling the balance from a HubSpot deal walks through the setup.
After the first few payments, check two things in Xero:
- Each payment is applied to the right invoice, with the right contact.
- The invoice's amount due matches what the customer still owes on the plan.
What if each location has its own Xero organisation?
A group that runs each location as its own legal entity often keeps a separate Xero organisation for each. Then the question is which organisation each deal's invoice and payments land in.
HubSpot's article describes installing the app with your Xero login. It doesn't describe choosing an organisation deal by deal, or connecting more than one. Its only line on the subject is that "HubSpot does not support importing taxes for multi-tenant Xero accounts." Ask HubSpot how your setup would work before you connect.
If your locations share one legal entity, one Xero organisation with a tracking category for location may be enough. QuickBooks class vs location, and Xero tracking explains tracking categories, and one LLC per location covers why some groups split into entities.
The payments side has the same question. A HubSpot account connects one Stripe account. Can you connect multiple Stripe accounts to HubSpot? covers the options.
What should you check before you connect?
- Which Xero organisation or organisations the invoices should land in, location by location.
- Contacts first, then products, then invoices, in HubSpot's recommended order, with matching email addresses and unique contact names.
- Tax. Decide whether you'll use Xero's tax rates in HubSpot, since invoices with HubSpot's automated sales tax won't sync.
- Currency. Every location bills in one of the six supported currencies.
- Fees. Decide where card fees and processing fees get recorded, since the card fee doesn't reach the Xero invoice.
- Payment plans. Ask how each scheduled payment is charged and how it reaches the invoice in Xero.
- Reconciling deposits. A Stripe payout is your available balance at the time it's created, so one bank deposit rarely matches one invoice. (Stripe: payouts) The Stripe Xero integration covers the Stripe feed, and the HubSpot QuickBooks integration covers the same questions for QuickBooks Online.
Changelog
- 21 October 2026: first published.
Payment plans built from the deal in HubSpot or Pipedrive, with each location paid into its own account and books.
Paycove builds the invoice or the payment plan from the HubSpot deal and records each payment in the Xero or QuickBooks Online file for that location.
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