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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 automate Xero accounts receivable data flow into HubSpot project properties by setting up scheduled data imports, AR calculations, and conditional exports that keep project financial data current without manual intervention.
This automation eliminates manual AR reporting while providing project managers with real-time financial data directly in their HubSpot workflow.
Build automated AR data pipelines using Coefficient
HubSpot lacks built-in accounting system integration and automated financial data processing capabilities. Coefficient addresses this by creating automated workflows that pull AR data from Xero, process it with calculations, and push updates to HubSpot or HubSpot project properties on a scheduled basis.
How to make it work
Step 1. Establish data pipeline with scheduled Xero imports.
Create scheduled Xero imports every 4 hours to pull AR data including invoice amounts, payment dates, aging information, and customer references with automatic refresh. This ensures your AR data stays current throughout the day.
Step 2. Configure project matching with filtering.
Use filtering capabilities to match Xero customers to HubSpot projects based on company associations or custom project identifiers stored in both systems. Apply filters to focus on relevant AR data for your project tracking needs.
Step 3. Build AR calculations with automatic formulas.
Create formulas that automatically calculate total receivables per project, average days to payment, overdue amounts by aging buckets, and payment velocity trends. For example: =SUMIFS(AR_Data!C:C,AR_Data!A:A,B2,AR_Data!D:D,”>30″) for overdue amounts over 30 days.
Step 4. Set up conditional exports for efficiency.
Configure conditional exports that UPDATE HubSpot project properties only when AR values change, preventing unnecessary API calls and maintaining system efficiency. Use formulas to detect changes before triggering exports.
Step 5. Implement data validation with auto-fill.
Apply Formula Auto Fill Down to ensure new projects automatically receive AR calculations as they’re added to your imports, maintaining consistency across all project records.
Step 6. Configure exception alerts for anomaly detection.
Set up alert notifications to notify finance teams when AR data shows anomalies like large overdue amounts or payment delays at the project level, enabling proactive financial management.
Enable data-driven project decision making
This automation provides project managers with current financial data directly in HubSpot, enabling better project decisions without constant system switching. Automate your AR data flow today.
