Xero to HubSpot Contact Sync

# Xero to HubSpot Contact Sync

## Purpose
Set up when your sales team uses HubSpot and your accounts team uses Xero to eliminate duplicate data entry and keep records consistent.

## When to Use
Automatically sync customer records between Xero and HubSpot so your sales and finance teams always have the same contact data without manual updates.

## Instructions
1. Review the template below and familiarise yourself with the structure
2. Replace all [bracketed placeholders] with your business details
3. Customise the tone and formatting to match your brand
4. Save in your preferred tool (Xero or HubSpot)

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## Xero to HubSpot Contact Sync

### Overview
Automatically create or update a HubSpot contact whenever a new customer is added or modified in Xero, keeping your CRM and accounting data in sync without manual data entry.

### Prerequisites
- Xero account with Standard or Advisor plan (API access required)
- HubSpot account (Free CRM or above)
- Zapier account (Starter plan or above for multi-step Zaps)
- Admin access to both Xero and HubSpot

### Setup Steps

**Step 1: Create a new Zap in Zapier**
Log in to Zapier and click "Create Zap". Name it "Xero Contact to HubSpot Sync".

**Step 2: Configure the Xero trigger**
- App: Xero
- Trigger event: "New or Updated Contact"
- Account: Connect your Xero account (authorise via OAuth when prompted)
- Filter: Optionally filter to "Customers" only (exclude suppliers if needed)
- Test: Ensure Zapier pulls a sample contact from Xero

**Step 3: Add a filter step (recommended)**
- Add a "Filter by Zapier" step
- Condition: "Contact Email" exists (is not empty)
- This prevents creating HubSpot records without email addresses

**Step 4: Configure the HubSpot action**
- App: HubSpot
- Action event: "Create or Update Contact"
- Account: Connect your HubSpot account

**Step 5: Map fields**

| Xero Field | HubSpot Field | Notes |
|-----------|---------------|-------|
| First Name | First Name | Split "Contact Name" on first space if needed |
| Last Name | Last Name | Everything after the first space |
| Email Address | Email | Primary identifier for deduplication |
| Phone Number | Phone Number | Include country code (+61) |
| Company Name | Company Name | Maps to associated company |
| Postal Address | Mailing Address | Street, City, State, Postcode |
| Account Number | Xero Account Number | Create a custom property in HubSpot |
| Tax Number (ABN) | ABN | Create a custom property in HubSpot |

**Step 6: Set up deduplication**
- In HubSpot action settings, set "Deduplicate on" to "Email"
- Choose "Update existing contact" when a duplicate is found

**Step 7: Test the integration**
1. Create a test contact in Xero with complete details
2. Wait 1-2 minutes for the Zap to trigger
3. Search for the contact in HubSpot
4. Verify all mapped fields transferred correctly
5. Update the test contact in Xero and verify the update flows through

### Error Handling
- **Duplicate detected:** The Zap updates the existing HubSpot record rather than creating a duplicate
- **Missing email address:** The filter step skips contacts without email, preventing incomplete records
- **API rate limits:** Zapier handles retry logic automatically with exponential backoff
- **Failed Zap:** Enable Zapier error notifications to your Slack channel or email

### Maintenance
- Review Zap run history weekly for the first month, then monthly
- Check for field mapping changes if either Xero or HubSpot updates their API
- Audit synced contacts quarterly to ensure data quality
- Monitor your Zapier task usage to stay within your plan limits

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**Complexity:** intermediate | **Setup time:** 20 minutes | **Tools:** Xero, HubSpot, Zapier