Automated HubSpot Deal to Xero Invoice Sync (n8n)

Seamlessly convert 'Closed-Won' HubSpot deals into draft Xero invoices via an event-driven n8n workflow.

Tools: HubSpot → Xero

Platform: n8n

Short Answer

A fully automated pipeline where a HubSpot Deal status change triggers an instant customer lookup and invoice creation in Xero. Finance receives a ready-to-approve draft, ensuring 100% data accuracy and faster payment cycles.

The Problem

Manual data entry between sales and finance leads to billing delays, human error in line-item pricing, and a lack of real-time visibility into company cash flow. Sales teams often move deals to won without finance knowing until days later.

The Outcome

A fully automated pipeline where a HubSpot Deal status change triggers an instant customer lookup and invoice creation in Xero. Finance receives a ready-to-approve draft, ensuring 100% data accuracy and faster payment cycles.

Step-by-Step Guide

1. **Create HubSpot Credentials**: In n8n, go to Credentials > New. Search for 'HubSpot' and follow the OAuth2 steps to authorize your portal. 2. **Set up HubSpot Trigger**: Add a 'HubSpot Trigger' node. Set the 'Resource' to 'Deal' and 'Event' to 'Property Changed'. Choose `dealstage` as the property to watch. 3. **Filter for 'Closed Won'**: Add an 'IF' node. Set the condition to check if the new value of `dealstage` equals your portal's specific ID for 'Closed Won'. 4. **Fetch Line Items**: Use a 'HubSpot' node with the 'Get' action on the 'Deal' resource. Toggle 'Return All' and include 'Line Items' in the associated properties to get product data. 5. **Sync Contact to Xero**: Add a 'Xero' node. Use the 'Search' action on 'Contact'. Use an expression `{{ $json.company_name }}` to find a match. 6. **Create Contact Logic**: Add an 'IF' node to check if the search returned results. If empty, use another Xero node with the 'Create' action to sync the HubSpot Company/Contact details. 7. **Transform Line Items**: Add a 'Code' node or use expressions to map HubSpot Line Items to Xero's format. Note: Xero requires `Quantity` and `UnitAmount` to be numbers. 8. **Generate Invoice**: Add a 'Xero' node with 'Create' action on 'Invoice'. Set the 'Status' to 'DRAFT'. Map the Contact ID from step 5/6 and the array of line items from step 7. 9. **Update HubSpot Deal**: Add a final 'HubSpot' node to update the Deal. Map the Xero Invoice ID to a custom HubSpot property like `xero_invoice_link` for sales visibility. 10. **Error Handling**: Create a separate 'Error Trigger' workflow. Use an 'Error Trigger' node to catch failures and send a Slack notification or email to the admin.