Connecting HubSpot with Xero and Stripe: what syncs and what to plan for

The short answer: HubSpot connects to Xero through HubSpot's own Xero data sync app, which can sync contacts, products, invoices and payments, and supports AUD and NZD. Stripe connects in two ways: as the payment processor behind HubSpot's quotes, invoices and subscriptions, or through the Stripe data app, which brings Stripe customers, invoices, subscriptions and payments into HubSpot. The key decision is which system creates and owns invoices.

When sales lives in HubSpot and finance lives in Xero, someone usually ends up re-keying the same customer, product and invoice details into both. Connecting the systems removes that double handling and gives your sales and service teams visibility of what customers have been invoiced and paid.

HubSpot and Xero

HubSpot's Xero integration (listed in the marketplace as Xero by HubSpot) syncs four things:

• Contacts, one-way in either direction or both ways
• Products, matched to Xero items
• Invoices, from Xero to HubSpot, from HubSpot to Xero, or both ways
• Payments applied to invoices, from Xero to HubSpot or both ways

It's available on all HubSpot plans, though custom field mappings need at least Data Hub Starter.

Things to know before you connect Xero

• Set it up in order: contacts first, then products, then invoices.
• Contacts are matched by email address, and contact names need to be unique in Xero.
• Only open invoices sync, not drafts.
• Invoices created in HubSpot need to be edited in HubSpot, or they stop syncing.
• Tax rates come across from Xero once. Later changes in Xero don't update automatically.
• Only payments made after you connect will sync. Older payment history stays in Xero.
• Credit card fees don't sync to Xero invoices, so they may need manual reconciliation.

HubSpot also recommends checking the setup with your accountant before connecting, and we agree.

HubSpot and Stripe

Stripe works with HubSpot in two different ways, and it's worth being clear which one you need.

Stripe as your payment processor

You can connect Stripe to HubSpot so customers can pay through HubSpot's revenue tools. Payment data such as gross amounts and fees then syncs back to Stripe. A platform fee applies on top of Stripe's own fees, and invoices and subscriptions created in HubSpot aren't created in Stripe.

Syncing Stripe data into HubSpot

If you already bill through Stripe, the Stripe data app syncs customers with HubSpot contacts in both directions, and brings Stripe invoices, products, subscriptions and payments into HubSpot. That gives your team a view of what each customer has bought and paid, without leaving HubSpot.

Using Xero and Stripe together

Many businesses take payments through Stripe and do their accounting in Xero. In that case, decide which system creates the invoice, and make sure the same invoice isn't being created in two places. A simple map of where each record starts and where it flows to avoids most duplicate and reconciliation problems.

Decide who owns what

Whatever the systems, agree up front:

• Which system creates invoices
• Which system is the source of truth for products and pricing
• Who handles tax, currency and reconciliation
• What sales and service actually need to see in HubSpot

We use the same approach for larger systems. See connecting HubSpot to NetSuite.

Frequently asked questions

Does the HubSpot Xero integration work in Australia and New Zealand?

Yes. It supports AUD and NZD, along with USD, CAD, EUR and GBP.

Can HubSpot create invoices in Xero?

Yes. With invoices syncing from HubSpot to Xero, invoices created in HubSpot from deals, quotes or subscriptions can flow into Xero, as long as they're open, not drafts.

Do I need both Stripe and Xero connected to HubSpot?

Not always. It depends on where you take payments and where you do your accounting. Mapping the flow first shows which connections you actually need.

Talk to us about connecting your systems

Foundry 11 connects HubSpot with Xero, Stripe, NetSuite, WooCommerce, BigCommerce and more for businesses across Australia and New Zealand. If you want sales and finance working from the same data, get in touch.