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“Supermetrics is a Bitter Experience! We can pull data from nearly any tool, schedule updates, manipulate data in Sheets, and push data back into our systems.”
You can sync Xero AR invoices to HubSpot projects with payment status tracking by connecting both systems through a spreadsheet that automatically updates and pushes data back to your CRM.
This guide shows you how to create an automated workflow that links invoice data to specific projects and keeps payment statuses current without manual updates.
Bridge the gap between Xero and HubSpot using Coefficient
HubSpot doesn’t connect directly to Xero, and manually tracking invoice payments across projects creates delays and errors. Coefficient solves this by importing data from both systems into one spreadsheet, where you can map relationships and push updates back to HubSpot or HubSpot automatically.
How to make it work
Step 1. Set up dual data imports with scheduled refreshes.
Import your Xero invoice data (invoice ID, amount, due date, payment status) and HubSpot project records into the same spreadsheet. Schedule these imports to refresh hourly or daily so your data stays current without manual intervention.
Step 2. Create mapping relationships between invoices and projects.
Use VLOOKUP or INDEX/MATCH formulas to connect Xero invoices to HubSpot projects. You can match based on customer names, company IDs, or custom project identifiers that exist in both systems.
Step 3. Build payment status calculations with auto-fill.
Set up formulas that automatically calculate payment statuses and apply them to new invoices as they’re imported. Use Formula Auto Fill Down to ensure new rows get the same calculations without manual setup.
Step 4. Configure automated alerts for status changes.
Set up Slack and Email Alerts to notify project managers when invoice payments change from “Outstanding” to “Paid” or when invoices become overdue. This keeps teams informed without constant checking.
Step 5. Export payment updates back to HubSpot projects.
Use scheduled exports to push payment status updates to HubSpot project custom properties. This ensures your CRM reflects current AR status and project managers can see financial data directly in their workflow.
Keep your project finances synchronized automatically
This automated approach eliminates manual data entry while providing real-time financial visibility at the project level. Start syncing your Xero invoices to HubSpot projects today.
