Automated Deal-to-Invoice Sync: HubSpot to Xero (Zapier)

1. **Authenticate Apps**: In Zapier, navigate to 'My Apps' and connect your HubSpot and Xero accounts using OAuth2. Ensure you have 'App Admin' permissions in HubSpot and 'Standard' or 'Adviser' access in Xero. 2. **Set Trigger**: Choose HubSpot as the Trigger App and select **'New Deal Property Change'**. Select the 'Deal Stage' property. This is more reliable than 'Updated Deal' for specific status changes. 3. **Add Filter by Zapier**: Insert a Filter step. Set it to only continue if the 'Deal Stage' matches your specific internal ID for 'Closed Won'. 4. **Add Formatter by Zapier (Date/Time)**: HubSpot provides timestamps in milliseconds. Use Formatter to convert the 'Close Date' into a Xero-friendly format (YYYY-MM-DD). 5. **Add Formatter by Zapier (Numbers)**: Ensure the 'Amount' field is formatted as a number with two decimal places if you aren't using line-item mapping. 6. **Find/Create Contact in Xero**: Add a Xero action 'Find Contact'. Search by 'Contact Name' or 'Email'. Check the box 'Create Xero Contact if it doesn't exist yet' and map the HubSpot Company Name/Email to the fields. 7. **Create Draft Invoice in Xero**: Add the 'Create Sales Invoice' action. Set status to 'Draft' so Finance can review it. Map the 'Contact' ID from Step 6. 8. **Map Line Items**: Under the 'Line Items' section in the Xero action, change the 'Line Item Source' to HubSpot's 'Line Items'. Map 'Name' to 'Description', 'Quantity' to 'Quantity', and 'Price' to 'Unit Amount'. 9. **Handle Multi-Step Logic (Optional)**: Use **Paths by Zapier** if you need different Xero 'Branding Themes' or 'Revenue Accounts' based on the HubSpot Deal type. 10. **Update HubSpot Deal**: Add a final HubSpot action 'Update Deal'. Map the 'Xero Invoice ID' or 'Invoice Number' back to a custom property in HubSpot for easy cross-referencing.

| HubSpot Source Field | Xero Destination Field | Transformation / Zapier Logic | | :--- | :--- | :--- | | Deal Name | Reference | Direct Map | | Deal Amount | Total Amount | Formatter (Numbers) | | Close Date | Date | Formatter (Date/Time) to YYYY-MM-DD | | Company Name | Contact Name | Find/Create Contact Step | | Contact Email | Email Address | Direct Map | | Line Item Name | Description | Line Item Mapping Tool | | Line Item Price | Unit Amount | Ensure 2 decimal places | | Deal ID | Reference/Internal Note | Direct Map for Reconciliation |

• **Rate Limits**: Xero has a limit of 60 requests per minute. If you bulk-update deals in HubSpot, ensure you use **'Delay by Zapier'** to stagger actions. • **Line Item Mismatch**: If your HubSpot Line Items don't have quantities, Xero may reject the invoice. Use a default value of '1' in Zapier if the field is empty. • **Account Codes**: Xero requires a specific Chart of Accounts code (e.g., '200' for Sales). If this isn't in HubSpot, hardcode the 'Account Code' in the Zapier Xero action step. • **Tenant ID Errors**: If you manage multiple Xero organizations, ensure the correct 'Organization' is selected in the Zap action setup; otherwise, the contact ID search will fail. • **Currency**: Ensure the HubSpot Deal currency matches the Xero Contact's currency. Xero will error out if you try to create a USD invoice for a GBP-fixed contact.

1. [ ] **Test Trigger**: Use a test Deal in HubSpot moved to 'Closed Won' and confirm Zapier catches the change. 2. [ ] **Formatter Check**: Verify the 'Close Date' in the Zap History task log is in YYYY-MM-DD format. 3. [ ] **Contact Search**: Confirm that the 'Find Contact' step correctly identifies an existing contact without creating a duplicate. 4. [ ] **Draft Validation**: Log into Xero and ensure the Invoice appears in 'Business > Invoices > Draft' with correct line items. 5. [ ] **Live Mode**: Toggle the Zap to 'On' and perform a live move of a deal in HubSpot to ensure real-time execution.