Question from Reddit user:
Does the Xero setup allow for selection of Account dynamically at run time, or does the default Account apply to all synced invoices?
Thank you!
Answer from Nabil:
The short answer is:
No, the native HubSpot-Xero integration does not allow for the dynamic selection of a Xero Account at runtime; it applies a single, default Account to all synced invoices, requiring manual edits for correct bookkeeping.
An excellent, flexible, and cost-effective solution is a custom integration using the HubSpot API and the Xero API.
This method allows you to implement your own conditional logic, such as “if the HubSpot Line Item’s product name is X, use Xero Account Y,” and is far more robust and scalable than relying on middleware tools like Zapier, especially as your revenue streams grow.
The long answer is:
Your question is a very common point of frustration for users relying on the native HubSpot-Xero data sync.
The core limitation is that the native integration focuses on simple data transfer and lacks a layer for conditional business logic.
It forces every Deal or Line Item synced from HubSpot to be categorized under the single general ledger account you select during the initial Xero setup.
If you sell multiple services or products that need to be accurately recorded in different Xero Revenue Accounts (e.g., Sales of Services vs.
Product Revenue), this native setup breaks down, forcing inefficient manual fixes after the sync.
To achieve the dynamic, “at runtime” account selection you need, you should use the HubSpot API and the Xero API to build a custom application or workflow.
This is an excellent and cheap solution because you are leveraging open-source tools and platforms you may already be paying for.
You can use a custom webhook or a workflow in HubSpot to trigger a code snippet hosted on a serverless platform like Google Cloud Platform or an inexpensive service like Stape’s custom endpoint feature.
This code would use the HubSpot API to pull the Deal and Line Item details, apply your conditional logic (e.g., checking the HubSpot product property), and then use the Xero API to create the invoice, specifying the correct Xero Account code based on your rules.
This architecture avoids brittle, high-cost, per-task charges often incurred by middleware, and the server-side environment allows you to handle complex data mapping, error logging, and retry mechanisms far more reliably.
While this requires initial development effort, the resulting automation, accuracy, and scalability make it the most cost-effective solution in the long run.
The optional use of Google Tag Manager could even tie this financial data to marketing events, although for pure CRM-to-Finance sync, the APIs and a simple server environment are the key components.
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