HubSpot 'Closed-Won' Deals to Xero Invoices (Make.com)

1. **Create Scenario**: Log into Make.com, click '+ Create a new scenario', and name it 'HubSpot to Xero Invoice Sync'. 2. **HubSpot Trigger**: Add the 'HubSpot CRM' module and select 'Watch Deals'. Connect your account via OAuth2. Set the 'Property to monitor' to 'Deal Stage'. 3. **Set Filter**: Click the link between the HubSpot module and the next step. Label it 'Only Closed-Won'. Set the condition where `Deal Stage` (ID) equals your specific 'Closed Won' internal ID. 4. **Fetch Line Items**: Add the HubSpot 'List Line Items for an Object' module. Map the 'Deal ID' from the trigger to ensure you retrieve the products associated with the deal. 5. **Xero Contact Lookup**: Add the 'Xero' module 'Get/Search for a Contact'. Search by 'Name' or 'Email' using HubSpot Company data. 6. **Create/Update Contact**: Use a 'Router' or the 'Update a Contact' module if the search returns no results, ensuring the Xero ledger has the latest address from HubSpot. 7. **Map Line Items (Iterator)**: Use a Make.com 'Iterator' if there are multiple products. Map the array of line items from Step 4. 8. **Create Xero Invoice**: Add the 'Xero' module 'Create an Invoice'. Map the Contact ID from Step 5. Set the 'Status' to 'DRAFT'. Map line items using the `map()` function or the Iterator's output. 9. **Currency & Date Formatting**: Use Make's built-in functions: `{{formatDate(now; "YYYY-MM-DD")}}` for the invoice date and `{{parseNumber(deal_amount)}}` to ensure numerical compatibility. 10. **Update HubSpot**: Add a HubSpot 'Update a Deal' module. Map the Xero Invoice ID to a custom HubSpot field 'Xero Invoice Link' to provide visibility to the sales team. 11. **Error Handling**: Right-click the Xero module and select 'Add error handler'. Choose 'Break' or 'Email' to notify the admin if an invoice fails due to missing tax rates or account codes.

| HubSpot Field (Source) | Xero Field (Destination) | Transformation Syntax | Required? | | :--- | :--- | :--- | :--- | | Deal: Deal Name | Invoice: Reference | `{{1.dealname}}` | No | | Deal: Amount | Invoice: Line Amount | `{{parseNumber(1.amount)}}` | Yes | | Company: Name | Contact: Name | `{{if(empty(3.name); 3.domain; 3.name)}}` | Yes | | Line Item: Quantity | Invoice Line: Quantity | `{{4.quantity}}` | Yes | | Line Item: Price | Invoice Line: Unit Amount | `|{{4.price}}` | Yes | | Close Date | Invoice Date | `{{formatDate(1.closedate; "YYYY-MM-DD")}}` | Yes |

• **Rate Limits**: HubSpot and Xero have rate limits; if syncing bulk history, use the 'Sleep' module or set the scenario to 'Sequential processing' in settings. • **Account Codes**: Xero requires a 'Chart of Accounts' code (e.g., 200 - Sales) for every line item. Ensure this is hardcoded in Make or mapped via a HubSpot custom property. • **Tax Types**: Ensure the Xero Tax Type (e.g., 'OUTPUT') matches the regional settings; otherwise, the API will return a 400 error. • **Bundle Handling**: If a HubSpot deal has no line items, the scenario may fail. Use a 'Filter' before the Xero step to check if the 'Line Items' bundle is not empty.

• [ ] Run Once: Change a HubSpot deal to 'Closed Won' and check the 'Runs' tab in Make. • [ ] Verify 'Mapping': Check if the customer address in Xero matches the HubSpot Company address exactly. • [ ] Check Line Items: Ensure the Deal Total in HubSpot matches the Draft Invoice Total in Xero (check for rounding errors). • [ ] Error Test: Try syncing a deal with a missing email address to see if your Error Handler triggers correctly. • [ ] Xero Draft Status: Confirm the invoice is created as 'Draft' and not 'Authorized' to allow for final accounting review.