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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 display outstanding vs paid Xero invoices on HubSpot project dashboards by processing invoice data in spreadsheets and pushing calculated totals to project custom properties that feed your dashboard reports.
This approach overcomes HubSpot’s inability to access Xero data directly while maintaining the familiar dashboard interface your project teams already use.
Create financial dashboards with automated data processing using Coefficient
HubSpot’s dashboard tools can’t directly access Xero data, and its calculated properties lack the complexity needed for dynamic AR analysis across projects. Coefficient solves this by processing both data sources in spreadsheets and pushing calculated metrics to HubSpot or HubSpot project properties that power your dashboards.
How to make it work
Step 1. Import and process data with scheduled refreshes.
Set up scheduled imports for both Xero invoices and HubSpot projects, then use spreadsheet formulas to calculate outstanding vs paid amounts by project with automatic refresh. This creates the foundation for your dashboard metrics.
Step 2. Create calculated metrics with aging analysis.
Build formulas that categorize invoices by payment status and sum amounts by project, including aging calculations (30/60/90 days overdue). For example: =SUMIFS(Invoices!C:C,Invoices!A:A,B2,Invoices!D:D,”Outstanding”) to calculate total outstanding by project.
Step 3. Use snapshots for trending and historical data.
Leverage snapshot features to capture daily or weekly AR summaries, enabling trend analysis of outstanding amounts over time per project. This provides historical context that enhances dashboard value.
Step 4. Export summary data to HubSpot project properties.
Push calculated totals to HubSpot project custom properties like “Total Outstanding Amount,” “Total Paid Amount,” “Overdue Amount,” and “Days Sales Outstanding.” These properties become the data source for your dashboard reports.
Step 5. Build HubSpot dashboard with visual indicators.
Create dashboard reports using the populated custom properties, showing project financial health with visual indicators for payment status. Use HubSpot’s native dashboard tools to display the processed data.
Step 6. Set up automated alerts for threshold monitoring.
Configure alerts to notify project managers when outstanding amounts exceed thresholds or when aging increases beyond acceptable limits, ensuring proactive financial management.
Transform your project financial visibility
This automated approach provides complex financial calculations across external data sources while maintaining the familiar HubSpot dashboard interface. Build your financial dashboard today.
