Product Sync Settings

Why Product Sync Settings Matter

Product sync settings are important because they:

1. Ensure accurate product matching between HubSpot and Xero

2. Streamline invoice and quote creation

3. Maintain consistent product data across platforms

4. Handle scenarios where products may not match exactly

Setting Up Product Sync Settings

1. Searching for Products This method is best when you have a large number of products and want to automatically match them based on a unique identifier.

   1. Go to the "Product sync rules" tab

   2. Select "Select search parameters."

   3. Choose a HubSpot field (e.g., SKU) and match it with a Xero field (e.g., Product Number)

   4. When creating an invoice or quote, the integration will use this identifier to find the correct product in Xero.

   Example: If you set SKU (HubSpot) to match with Product Number (Xero), a product with SKU "ABC123" in HubSpot will be matched with a product that has Product Number "ABC123" in Xero.

2. Custom Mappings This method is ideal when you have a small number of products or when product identifiers don't match exactly between HubSpot and Xero.

   1. Go to the "Product sync rules" tab

   2. Select "Set custom mappings"

   3. For each Xero product, manually select which HubSpot product(s) it corresponds to

   Example: You might map the HubSpot product "Premium Package" to the Xero product "Premium Service Bundle", even though their names or identifiers don't match exactly.

3. Handling Products Not Found in Xero

   1. Scroll down in the "Product sync rules" tab.

   2. Choose one of three options:

      • Do not generate invoice

      • Use a default product

      • Create a new product

   3. Follow the prompts to set up the necessary details for your chosen option.

4. Deals Without Line Items

   1. At the bottom of the "Product sync rules" tab, find the "Deal Syncing When Products Are Unavailable" section.

   2. Check the box to "Sync the deals which do not have products associated with them".

   3. Select a default product from Xero to use in these cases.

Product Field Mappings

Why Product Field Mappings Matter

• Ensure data consistency: Align product information between HubSpot and Xero.

• Customize for your needs: Tailor the product data transfer to fit your specific requirements.

• Maintain data accuracy: Ensure that essential product information is correctly represented in Xero for proper accounting.

Setting Up Product Field Mappings

1. Navigate to the "Product field mappings" tab in your integration settings.

2. For each Xero field:

   1. The default HubSpot field will be shown (if applicable).

   2. Click "Edit" to change the mapping or "Delete" to remove it.

3. Pay special attention to these required fields:

   • Name (default mapped to Name in HubSpot)

   • Product Number (typically mapped to SKU in HubSpot)

   • Product Group

4. After setting your preferred mappings, click "Save Mappings" to apply your changes.