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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 map Xero customer invoices to specific HubSpot projects by creating a unified data view that connects invoice details with project records, providing complete AR visibility that neither system offers independently.
This approach gives project managers real-time financial data while maintaining the detailed invoice tracking your finance team needs for accurate AR analysis.
Create unified invoice-to-project mapping using Coefficient
HubSpot’s standard objects can’t handle detailed invoice-to-project relationships, and its reporting tools lack the flexibility for complex AR analysis across project hierarchies. Coefficient creates this unified view by importing data from both systems and building the relationships that connect invoices to specific projects in HubSpot or HubSpot .
How to make it work
Step 1. Import both datasets with scheduled refreshes.
Set up scheduled imports for Xero invoices (including customer ID, invoice reference, line items) and HubSpot projects (with project ID, associated companies, custom project codes). This creates the foundation for mapping relationships.
Step 2. Establish mapping criteria with filtering.
Use filtering capabilities to focus on specific invoice types or project categories. Apply up to 25 filters to ensure you’re only working with relevant AR data, such as filtering by invoice status or project type.
Step 3. Create relationship formulas for invoice-project connections.
Build lookup formulas that connect invoices to projects using company/customer matching, project reference numbers in invoice descriptions, or custom project codes. For example: =INDEX(Projects!B:B,MATCH(A2,Projects!A:A,0)) to find project names based on customer matching.
Step 4. Build AR visibility dashboard with pivot tables.
Create pivot tables showing outstanding amounts by project, aging analysis, and payment status summaries that update automatically with each data refresh. This provides the financial visibility project managers need.
Step 5. Set up dynamic filtering for project-specific views.
Use dynamic filtering that references project IDs in spreadsheet cells, allowing project managers to view AR data for their specific projects by simply changing a cell value.
Step 6. Export project AR summaries back to HubSpot.
Push aggregated AR data back to HubSpot project custom properties (total outstanding, overdue amounts, payment dates) using scheduled exports, ensuring project data stays current in your CRM.
Get project-level financial visibility across both systems
This mapping approach combines Xero’s detailed invoice data with HubSpot’s project management structure, creating visibility that neither platform can deliver alone. Start mapping your invoices to projects today.
