topic Re: Xero to Hubspot (with Zapier) in Third-Party Apps

Xero to Hubspot (with Zapier)

DLiprini — Tue, 27 Aug 2024 06:39:26 GMT

Hi All

We currenly sync to Hubspot from Xero (Zapier), when a new quote is created on Xero it creates a new deal on Hubspot. The problem we are finding is, sometimes the quote is declined on Xero and not moved to the deal stage ''closed lost" on Zapier. Is there a way that this can be automated?

Re: Xero to Hubspot (with Zapier)

kennedyp — Tue, 27 Aug 2024 17:31:00 GMT

Hi @DLiprini! Welcome to the Community-- happy to have you here 😊

From what I understand, when you change a Deal stage in Xero, it is not being updated in HubSpot, is that correct?

Are you using this Xero integration listed on the HubSpot Marketplace? Additionally, does this behavior only happen occasionally or with every 'closed lost' deal?

I just want to be sure I understand the exact issue before we dive in!

Best,
Kennedy

Re: Xero to Hubspot (with Zapier)

DLiprini — Thu, 29 Aug 2024 08:01:03 GMT

Hi Kennedy

We use the Xero integration for syncing contacts only, it doesn't have the functionality to create deals when quotes are created (only invoices) as far as I can see. So we use Zapier to create the deal and then manually more the deals throught the hubspot pipeline changes. Sometimes our team forgets to move a deal to closed when a quote is declined on Xero so would like to automate this.

Re: Xero to Hubspot (with Zapier)

kennedyp — Tue, 10 Sep 2024 18:32:00 GMT

Thank you for that context, @DLiprini! Let's invite some of our experts to see how they can advise.

@HFisher7, @Lucila-Andimol, @TomM2 -- any insight into automating/syncing Deal status between Xero and HubSpot?

Re: Xero to Hubspot (with Zapier)

HFisher7 — Wed, 11 Sep 2024 09:42:52 GMT

@DLiprini It doesn't appear that there is a native trigger within Zapier for 'Updated Quote' to build out a zap that then updates the linked deal record in HubSpot.

When the quote is declined, does Xero update the contact record at all to state this? If so, perhaps 'Updated Contact' could potentially work as a trigger for the Zap.

Failing that, it would be possible to build something custom using the Xero Accounting API which looks to the Quote Status.

Re: Xero to Hubspot (with Zapier)

Nagarjoon — Wed, 19 Feb 2025 17:23:26 GMT

You can automate this by setting up a Zap in Zapier that triggers when a Xero quote is updated. Use the "Quote Updated" trigger in Zapier and add a filter to check if the status is "Declined". Then, use the "Update Deal" action in HubSpot to move the deal stage to "Closed Lost" automatically.

If Zapier doesn't support declined quotes directly, please contact cloudify they provide a free consultation.
https://cloudify.biz/marketplace/packages/hubspot-xero

Re: Xero to Hubspot (with Zapier)

RubenBurdin — Tue, 19 Aug 2025 17:18:56 GMT

Hi @DLiprini

You’re not alone this gap between Xero quotes and HubSpot deals is still a pain point in 2025.

Zapier doesn’t give a reliable “quote declined” trigger, so the standard workarounds are either filtering on the “Quote Updated” event or polling the Xero API

(https://developer.xero.com/documentation/api/accounting/quotes)

Once you detect the declined status, you can push the deal stage update through HubSpot’s Deals API

(https://developers.hubspot.com/docs/guides/api/crm/objects/deals)

The issue is that these flows are fragile tokens expire, Zaps miss runs, and your pipeline ends up with deals marked open when they’re actually lost. That misalignment skews reporting and creates extra cleanup work for sales ops.

In 2025, many teams are moving beyond Zapier patchwork and into managed sync. Tools like Stacksync keep Xero and HubSpot aligned in real time: the moment a quote is declined in Xero, the linked deal in HubSpot flips to “Closed Lost” automatically.

No custom scripts, no manual updates finance and sales stay in lockstep.

Hope that gives you a clear path forward.

Curious if you’re looking for a quick Zapier fix or a long-term sync that just runs quietly in the background?