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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 set up near real-time Xero invoice sync to HubSpot custom objects using hourly data imports and automated exports that maintain data integrity between both systems with minimal delay.
This guide shows you how to create a sync process that keeps your HubSpot custom objects current with Xero invoice data without manual intervention.
Enable near real-time invoice sync using Coefficient
While HubSpot supports custom objects for storing invoice data, it lacks native Xero connectivity, and manual data entry defeats the purpose of real-time synchronization. Coefficient bridges this gap with hourly scheduling and automated export functions that sync data to HubSpot or HubSpot custom objects with maximum 1-hour delays.
How to make it work
Step 1. Configure custom objects in HubSpot for invoice storage.
Create a custom object called “Invoices” with properties for invoice number, amount, due date, payment status, customer reference, and any Xero-specific fields you need to track. This becomes your target for the sync process.
Step 2. Set up hourly Xero imports with dynamic filtering.
Configure scheduled imports to pull Xero invoice data every hour, ensuring minimal delay between invoice creation/updates in Xero and your sync process. Apply dynamic filtering to only import new or recently modified invoices, reducing processing time.
Step 3. Create INSERT/UPDATE logic for data management.
Build conditional export logic that INSERTs new invoice records when Xero invoice IDs don’t exist in HubSpot and UPDATEs existing records when payment status or amounts change. Use formulas like =IF(COUNTIF(HubSpot_IDs,A2)=0,”INSERT”,”UPDATE”) to determine the appropriate action.
Step 4. Set up automated exports with immediate scheduling.
Schedule exports to run immediately after each import refresh, pushing new and updated invoice data to your HubSpot custom objects. This maintains the near real-time sync with automatic data mapping since data originates from your imports.
Step 5. Configure change alerts for monitoring.
Set up alert notifications to notify relevant teams when new invoices are synced or payment statuses change. This keeps stakeholders informed without requiring constant system monitoring.
Maintain data integrity with automated sync processes
This near real-time sync creates a reliable bridge between Xero and HubSpot custom objects while maintaining data accuracy and system performance. Start syncing your invoice data today.
