Connect HubSpot invoices and payments to Xero with Sanka
Use Sanka to review HubSpot-sourced invoices, payments, and reconciliation status before exporting accounting invoice drafts to Xero.
Last updated: May 25, 2026
Set up Xero with Sanka so HubSpot-sourced invoices can be reviewed in Sanka, payment and reconciliation status can stay traceable, and accounting invoice drafts can be exported to Xero. Start with a Xero demo organisation or sandbox-style test company, validate the draft invoice, then move to your live organisation once your accounting rules are confirmed.
Prerequisites
- Sanka workspace admin access.
- A Xero organisation that you can use for testing first.
- A connected Xero integration in Sanka.
- Draft Sanka invoices with a customer, issue date, due date, currency, and line items.
- An operating rule for Xero account codes, tax rates, and whether invoices should remain as drafts for accounting review.
- A review process for duplicate exports. If a Sanka invoice is already linked to Xero, review the existing accounting reference before exporting again.
HubSpot to Xero workflow
Use this workflow when HubSpot is the CRM source and Xero is the accounting destination.- Review the HubSpot company, billing contact, deal, line items, amount, currency, tax, payment terms, and service period in Sanka.
- Create or review the Sanka invoice from the HubSpot deal.
- Confirm payment status, partial payments, payment fees, credits, and reconciliation exceptions.
- Export the reviewed Sanka invoice to Xero as an accounting draft.
- Keep the Sanka invoice, HubSpot deal, Xero reference, payment status, and export history linked for audit.
Connect
- In Sanka, open
Workspace>Integrations. - Select
Create integration, then chooseXero. - Connect the Xero organisation or enter the demo credentials provided by your admin.
- Confirm Xero appears in the integration list, then share access with the teammates who need to export invoices.
Export rules
- Xero export creates an accounts receivable invoice draft from a Sanka invoice.
- The customer name and email are taken from the Sanka invoice customer.
- Issue date, due date, invoice number, reference, currency, and line items are copied where available.
- Line items use the configured Xero account code and tax type. Confirm these settings with accounting before exporting live invoices.
- Sanka records the Xero invoice reference and export history so your team can trace which Sanka invoice created the accounting draft.
- Re-syncing or updating an existing Xero invoice is not part of the basic export flow. If an invoice has already been exported, review the existing Xero draft before exporting another copy.
Map invoice, payment, and reconciliation fields
Review these mappings before the first live export.| Source | Field to check | Xero impact |
|---|---|---|
| HubSpot deal | Deal name, close date, owner, amount, currency, line items | Source context for the Sanka invoice and export history |
| Sanka invoice | Customer, issue date, due date, invoice number, reference, line items, tax | Xero contact, draft invoice dates, reference, account code, and tax treatment |
| Sanka payment | Payment date, amount, method, fee, refund, partial payment | Payment review, open balance, and collection status |
| Reconciliation review | Matched, partially matched, unmatched, duplicate, needs review | Accounting owner can decide whether to export, adjust, or hold the draft |
| HubSpot writeback | Invoice URL, payment status, reconciliation status, open balance | Sales and CS can see customer status without asking finance |
Export Sanka invoices to Xero
- In Sanka, open
Commerce>Invoices. - Select the invoices you want to send to accounting.
- Select
Export. - Set
Export destinationtoIntegration, then choose the Xero integration inIntegration. - Property mapping is not required for Xero invoice export. Review the selected invoices, then click
Export invoices.
Validate the setup
- Use a Xero demo organisation first and export one small draft invoice.
- Confirm the exported invoice remains a draft in Xero until accounting reviews it.
- Confirm customer name, email, invoice number, reference, dates, currency, line descriptions, quantities, unit prices, tax type, and account code.
- In Sanka, open export history and confirm the export status and linked Xero reference.
- Try an invoice that is missing a customer or line items and confirm it is blocked before a draft is created.
Review after export
- In
Invoices, confirm the Sanka invoice remains available for audit and that the export history shows the result. - In Xero, confirm the draft invoice is not posted or sent until your accounting team approves it.
- If accounting changes account codes, tax settings, or line details in Xero, note the final accounting treatment in your internal process.
- If the export fails, review the Sanka invoice fields first, then check whether the Xero organisation, account code, tax type, or authentication needs attention.
Go-live tips
- Run at least one invoice export in a demo organisation before using a live Xero organisation.
- Decide the default account code and tax type before the first live export.
- Keep the first live batch small and compare Sanka invoice totals against Xero draft totals.
- During the first week after go-live, review export history and Xero draft invoices daily.
