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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.”
Yes, you can automatically update HubSpot deal records when Xero invoice payment statuses change by setting up a scheduled data sync that monitors payment changes and pushes updates to your CRM.
Here’s how to create an automated workflow that keeps your sales team informed about payment status without manual data entry or constant system switching.
Automate Xero payment updates to HubSpot deals using Coefficient
HubSpot can’t connect directly to Xero, which means payment status updates require manual work that creates delays and errors. Coefficient enables automatic updates by importing data from both systems, matching invoices to deals, and pushing changes back to HubSpot or HubSpot when payment statuses change.
How to make it work
Step 1. Import Xero invoice data with frequent refreshes.
Set up a scheduled import every 2-4 hours to pull invoice payment status, amounts, and customer data from Xero. This frequent refresh ensures payment changes are captured quickly.
Step 2. Import HubSpot deal records for matching.
Create a parallel import of your HubSpot deals including deal IDs and any custom properties you use to link deals to invoices. This creates the foundation for automated matching.
Step 3. Build mapping logic between systems.
Use spreadsheet formulas to match Xero invoices to HubSpot deals based on company name, deal amount, or custom invoice reference fields. For example: =VLOOKUP(B2,HubSpot_Deals!A:D,4,FALSE) to find matching deal IDs.
Step 4. Set up conditional exports for status changes.
Configure conditional exports that UPDATE HubSpot deal records only when payment status actually changes. Use a formula like =IF(C2<>D2,”Status Changed”,”No Change”) to trigger selective updates and avoid unnecessary API calls.
Step 5. Schedule automated workflows and alerts.
Schedule exports to run after each import refresh, and set up alert notifications to notify sales teams immediately when invoices are paid. This enables faster deal closure and follow-up activities.
Eliminate manual payment tracking for your sales team
This automation provides sales teams with real-time payment visibility directly in their CRM workflow, eliminating the need to check Xero manually. Set up your automated payment status sync today.
