Support & Onboarding

Our friendly UK-based team offer 1:1 onboarding assistance via zoom or email and are ready to help if you need any help, whether that's with set up or connection, or finding the ideal workflow for your invoicing needs.

How it works

Flow of data from Xero to HubSpot

Getting Started Guide

Your Dashboard

Once you've created your free account, you'll reach your dashboard. Here you can manage your whole account, including:

  • Connecting the App to HubSpot
  • Connecting the App to Xero
  • Settings and Automation
  • Your Subscription
  • Billing details

Go to Dashboard
Screenshot of the Invoice Scheduler Dashboard

Link your HubSpot and Xero accounts

If you haven't already - log on your dashboard and link up your HubSpot and Xero accounts. You'll need to make sure you've got the right access levels to do this, and you can disconnect at any time if you change your mind.

If you don't have access right now, or are new to Xero - just reach out to the team and we can sort out a demo for you.

Link Accounts
Xero App Authorisation Screen

Open up a Deal and Find Invoice Scheduler

This is the easy bit - look on the right hand side of any Deal in HubSpot and you should see the app showing - you might have to scroll down to find it.

See those dots when you hover over? Just click and drag to move it further up.

You might want to create a test deal for testing purposes - but make sure you add some products or a quote to really see the features in action. 

Go to HubSpot
Illustration of HubSpot Deal

Create Your First Invoice

Now the fun part - open up Invoice Scheduler and create some invoices! There's a few things you'll need to make sure you've added, like:

  • Invoice Dates
  • a Xero Contact
  • Some line items (these can be imported from your HubSpot quotes using the AutoFill function)

Once you're ready - hit Sync and your Invoice will be showing in Xero as a Draft Invoice!

Open Xero
Screenshot of Invoice Scheduler App

New to Xero or Hubspot?

Our team have lots of experience with both platforms and are happy to assist if you have any questions.

If you don't have an account with HubSpot or Xero yet - use the links below to create free accounts

Get HubSpot Free Sign Up to Xero

Frequently asked questions

The invoices will show up in Xero as "Draft" invoices - ready for your finance team to check and approve them. Once approved, they will follow the same process you already use, and the status e.g. Approved, Paid will be passed back to the app inside HubSpot. You can even set up automations to move your deals automatically.

Yes - Xero has a "Reference" field that can be used for this, this can be edited from inside the App. For Purchase Orders, most businesses either use Xero's reference field, or type the PO Number on the line item.

No, at the moment you are only able to sync invoices with Xero in the "Draft" status. Most businesses we speak to rely on a finance team to review and arrange the actual sending of invoices. If that's not how you do things though, we want to hear from you so please get in touch to let us know.

There are a few different ways to do this. Firstly, you can use the "Create Contact" feature in the app. This will pre-fill with the contact details associated with your HubSpot deal, such as Name, Email and Company Address.

If you want sync contacts in bulk - HubSpot have a native Xero Data Sync app, as part of Operations Hub, which will allow you to sync multiple contacts at once.

No problem - this feature is standard on our enterprise plan. When creating an invoice, you simply select from a list of different Xero accounts. We can even customise the labels for you. Then, the app works as normal. The only thing we don't support is a single deal with invoices in more than one Xero account at a time.

The native HubSpot app solves for the most simple scenario, and targets a single invoice to single deal set up. The step by step process is user-friendly but gives limited flexibility.

We recognise that every business has a different way of doing invoicing and billing, and give you the tools to create multiple invoices from one deal, along with all the powerful features you need to streamline the process. If you're unsure, we encourage you to try both.

No! All the line items and products associated with your HubSpot deal can be imported at the click of a button with our Autofill function.

Yes of course! You can create as many invoices as you like from the app. These will be individual invoices rather than using Xero's recurring invoice feature.

Monthly mode even allows you to quickly create invoices every month by entering the term and the line items just once. We have some exciting options in the pipeline to make this even easier still.

In your settings you can create custom automations for the following triggers:

  • When Invoices are Synced
  • When the First Invoice is paid
  • When All Invoices are paid

You can then choose to update a deal property or change the deal's pipeline stage. You can use HubSpot workflows to create custom actions using these changes as a trigger.

There are a few different ways to do this. Firstly, you can use the "Create Contact" feature in the app. This will pre-fill with the contact details associated with your HubSpot deal, such as Name, Email and Company Address.

If you want sync contacts in bulk - HubSpot have a native Xero Data Sync app, as part of Operations Hub, which will allow you to sync multiple contacts at once.

Yes - as long as your currency is supported inside your Xero account, it'll be available to use inside the App.

Don't see your question here? Email us and we'll be happy to help

Get started today

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