HubSpot Xero integration via Zapier

Posted by Mike Eastwood on 7 June 2019

Mike Eastwood

The aim is to move relevant data between Xero (accounting system) and HubSpot CRM (Customer Relationship Management) so the team can see the relevant information when communicating with leads and customers.

Zapier

Zapier is a 3rd party system that transfers data via the systems' native APIs. An API is an "Application Programming Interface" which allows different applications to communicate over the internet.

Zapier automates tasks whenever there's an event - known as a Trigger. When triggered Zapier completes an automated task - known as an Action. Multiple triggers and actions can be completed in sequence - known as a Zap.

Example Zap: if a new contact is added (trigger) to Xero then Zapier can add (action) the same contact to HubSpot CRM.

Xero Triggers

New Contact
Triggered when you add a new contact.
New Expense Claim Receipt
Triggered when you add a new draft expense claim receipt.
New Bill
Triggered when you add a new bill. (Accounts Payable)
New Payment
Triggered when you receive a new payment.
New Sales Invoice
Triggered when you add a new sales invoice. (Accounts Receivable)

Xero Actions

Create Bill
Creates a new bill (Accounts Payable).
Create Sales Invoice
Creates a new sales invoice (Accounts Receivable).
Create/Update Contact
Creates a new contact or updates a contact if a contact already exists.
Create Payment
Applies a payment to an invoice.

HubSpot CRM Triggers

New Contact Property Change
Triggered every time a specified property is updated on any contact. This will also be triggered when a contact is created with this property.
New Contact
Triggered every time a new contact is created in HubSpot.

HubSpot CRM Action

Create or Update Contact
Create a new contact or update an existing contact based on email address.

HubSpot Triggers

New COS Blog Article
Triggered every time a new article is added to your HubSpot COS blog.
New Calendar Task
Triggers When a new Calendar Task is created
New Social Media Message
Triggered when a message is posted from HubSpot in a selected social media channel.
New Contact in List
Triggered every time a contact is added to the specified list.
New Form Submission
Triggered every time a new form submission occurs.
New Contact
Triggered every time a new contact is created in HubSpot.
New Contact Property Change
Triggered every time a specified property is updated on any contact. This will also be triggered when a contact is created with this property.

HubSpot Actions

Add Contact to Workflow
Enrol a contact in a specific workflow.
Create Calendar Task
Creates a new Calendar Task
Create Social Media Message
Post a message on one of your social media channels.
Create or Update Contact
Create a new contact or update an existing contact based on email address.
New Enterprise Event
This action fires a custom enterprise event. (HubSpot Enterprise customers only).
New Form Submission
Submits data into a selected HubSpot form.
Add Contact to List
Add a contact to a specific list.
Create COS Blog Post
Create a blog post in your HubSpot COS blog.

Zapier Pricing

Because Xero is "premium" there is a charge for using Zapier to automate tasks; more information at https://zapier.com/help/plans-pricing/

Alternatives

The Zapier functionality may not deliver exactly what we require (to be discussed). There are alternate companies in the market that may have the functionality desired.

Also, both Xero and HubSpot have custom APIs that can be programmed to achieve more complex business operations. This would remove the monthly Zapier fee but would incur upfront development costs.

Alternately, a Workflow can be set up in HubSpot that prompts the team to complete tasks manually (a checklist approach). 

If you need special functionality from your integration you may need a Custom HubSpot Integration.

References

https://zapier.com/zapbook/hubspot/xero/

http://www.hubspot.com/products/integrations

https://developer.xero.com/documentation/api-guides/integration-best-practices/

https://developer.xero.com/documentation/

Topics: HubSpot

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