HubSpot Xero integration via Zapier
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/
