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 don't have access to HubSpot Workflows. What should I do?

HubSpot Workflows feature is included in Sales Hub, Service Hub, Marketing Hub and Operations Hub Professional plans. Please check and upgrade your existing plan to get access.

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: How do I just create a customer in my accounting system from Hubspot if I don't want to create an invoice/quote?

There are multiple ways to do so:

1. Manually open each company or contact in Hubspot respectively and click on "Update" in the CRM card.

2. Using contact/company based workflows in Hubspot apps

Q: What if I don't want to manually go to each company or contact and update it?

In that case, user will have to go with automatic deal to invoice flow where they can select draft document creation (will have to delete it later from their accounting system if they don't want it). This will ensure that customers and products gets updated in accounting system.

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:

1. Take no action 

2. Choose from a default product 

3. 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:

1. Your deal notes for any sync errors

2. Your Xero connection status

3. Ensure that you are checking the correct organisation under Xero

4. If needed, try the "Replay" option

5. 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: How do I make sure that the address of my customer is shown on the invoice/quote that gets created?

Client needs to add the billing address and ensure that the billing address fields are mapped under "Company field mappings" to ensure that the address reflects on the document.

Q: I have moved the deal from one stage to another, but the invoice/quote is not yet created

Check:

1. If automatic creation is enabled for that stage from sync-settings of the app

2. Your deal notes for any error messages

3. If all required information is present in the deal

4. Your Xero connection status

Q: The generated invoice/quote is missing some information, how can I correctly update this information?

1. Go to Connected Apps in HubSpot Settings

2. Navigate to sync settings

3. Review and update your field mappings

4. Save your changes

5. 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.