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Installation
Gettting the Most Out of the App
FAQs - Frequently Asked Questions
IMPORTANT: Always check the Notes section in your HubSpot deal to view the status of your integration run
Q: What exactly does this integration do?
This integration helps you:
Turn your HubSpot deals into Xero invoices or quotes
Keep your HubSpot and Xero product and customer data in sync
View financial information directly in HubSpot
Customize invoice/quote details like taxes and discounts
Track sync status in your deal notes
Q: My HubSpot deal has moved to the required deal stage. Where do I check if the invoice/quote creation was successful?
Open the 'Notes' section in your HubSpot deal to view the integration updates. You will find the PDF copy of the successful invoice/quote. If the integration ran into any errors, complete error details will be shown as well. You can make necessary changes and then click on the 'Replay' button to re-run the integration.
Q: I have installed the app, but how do I create the invoice/quote now?
You have three options:
Use automatic creation: Set up triggers for specific deal stages in Customer Sync Settings
Use manual creation: Click the "Create Invoice/Quote" button in your deal
Add the Cloudify app to your HubSpot workflow actions
Don't forget to check the deal notes after the integration runs
Q: Will the invoice/quote be directly sent to my customer after it is created?
No. The integration only creates a draft invoice/quote in Xero. It won't be automatically sent to your customers. You'll need to send it to your customer manually for now.
Q: I do not want to create invoices/quotes automatically when a deal is moved from one stage to another. Is there any other way to create invoices/quotes?
Yes, you can remove any pipelines added in the "Invoice/Quote" settings of the Cloudify app and use the manual invoice creation process instead. Look for the "Create Invoice/Quote" button in your deal to create them when needed. Additionally, you can set up your own workflows and add the Cloudify app to HubSpot Workflow Actions to achieve invoice/quote creation.
Q: Can I connect my HubSpot account with multiple Xero accounts using Cloudify's app?
No. You can only connect one Xero account to one HubSpot account at a time. However, you can switch between different Xero organisations within a single Xero account.
Q: I have multiple tenants/organisations within my Xero account, can I use your integration within all the tenants?
Yes, but you'll need to select which tenant/organisation to connect with during setup. You can only connect to one tenant at a time.
Q: I am unable to import my Xero customer and product data to HubSpot with this application
The integration syncs data from HubSpot to Xero only, not the other way around.
Q: What if my HubSpot customer is not present in Xero? Will the integration work?
Yes. The integration will create a new customer record in Xero using the information from your HubSpot contact/company.
Q: What if my HubSpot product is not present in Xero? Will the integration work?
The app provides you three options to choose from if a product is not found in Xero:
Take no action
Choose from a default product
Create a new product in Xero
Q: I have connected my Xero account to HubSpot but I can't see the created invoice/quote in Xero
Check:
Your deal notes for any sync errors
Your Xero connection status
Ensure that you are checking the correct organisation under Xero
If needed, try the "Replay" option
Contact support@cloudify.biz if issues persist
Q: How can I re-run failed integration attempts?
Use the "Replay" option in your deal's activity notes. This allows you to retry any failed sync attempts.
Q: Will I be charged if the integration fails due to a setting error at my end?
No. Failed integration attempts are not counted towards your usage limits. You will only be charged for successful invoice/quote creations.
Q: I get the error "Workflow execution failed: <SKU should not be empty>". What should be done here?
Update product SKU information in HubSpot and 'Replay' the integration from deal notes
Q: I have moved the deal from one stage to another, but the invoice/quote is not yet created
Check:
If automatic creation is enabled for that stage from sync-settings of the app
Your deal notes for any error messages
If all required information is present in the deal
Your Xero connection status
Q: The generated invoice/quote is missing some information, how can I correctly update this information?
Go to Connected Apps in HubSpot Settings
Navigate to sync settings
Review and update your field mappings
Save your changes
Try creating the invoice/quote again using the 'Replay' button
Q: How do I update the booked invoice data from Xero in HubSpot?
Go to a company or contact in HubSpot and click on "Perform Sync" option from the right panel. This will generate booked invoice/quote data for that particular company or contact
For any persistent issues or questions not covered here, please contact support@cloudify.biz for assistance.