Hi
I’ve added customers from my clients Xero account that weren’t in hubspot. Do I add the details of the orders they have placed. They could be recent last 6 months or 3 years ago?
Thanks
Janet
Hello @JAspin9 ,
It depends, because the time period you want to analyze can vary — from yesterday to the very beginning of your operations.
What I recommend is adding only valid records and customers who are currently active in your company. For inactive customers, I suggest adding them to HubSpot with a 365-day period, so you can work on reactivating your customer base.
Does this make sense to you?
Hope this helps.
Hi
Yes, it does make sense thank you.
This is for my client who is wanting to do a marketing campaign to a particular sector, but the customers were all in Xero so I have imported these.
Even if they interacted 5 years ago my client still wants to market to them, so I wasn’t sure if I should add any activiity?
I understand, you can also make new imports, with properties filled in to help you choose the period you want to segment.
If you have already imported the entire database, I suggest organizing it to ensure you can use everything.
Hi @JAspin9 that clarification helps a lot, and you’re thinking about the right trade-offs.
In HubSpot, you don’t need to recreate full historical activity just to make those contacts marketable. If the goal is a campaign to a specific sector, the most important pieces are accurate contact properties and clear segmentation, not detailed order timelines going back years.
What is usually worth importing from Xero is a minimal signal of past customer status. For example, a “Customer since” date, “Last purchase date,” lifetime value, or even a simple custom property like “Former customer = Yes.” That gives marketing enough context to personalize messaging without cluttering the timeline with outdated transactions. Importing every invoice or order from five years ago rarely adds practical value unless sales or finance explicitly need it.
Also keep marketing permissions in mind. Even if someone interacted five years ago, HubSpot will only send marketing emails if they have a valid legal basis and are opted into the relevant subscription type. Old Xero data doesn’t imply consent. So before launching the campaign, it’s worth double-checking how consent is being handled for these imported contacts.
If your client later wants deeper reporting, you can always import historical deals or invoices into custom objects or deals, but I’d avoid doing that upfront unless there’s a clear use case. Start lean, segment cleanly, and expand only if the data is actually being used.
Hope this helps you keep the setup practical and campaign-focused.
It really depends on how much historical visibility you want inside HubSpot. Most businesses usually sync recent invoices/orders (like the last 6–12 months) rather than importing several years of old transactions unless they need full reporting history.
Using Cloudify Hubspot xero app , you can sync Xero customers along with invoices/order history into HubSpot and control what data gets synced, helping avoid clutter while still giving sales teams useful financial visibility.