Tracking subscription via Xero integration

Apps Third-Party Apps
1

Hi everyone.

We offer the following:

1. Upfront physical product that usually lasts 3-5 years

2. Annual service fees, that are usually paid for 3-5 years

3. Another type of optional annual service fee, that is usually paid for 3-5 years

4. Monthly fee was varies each month, but usually will be paid for 3-5 years

5. An annual service fee that is meant to be scaled up and down

6. A monthly service fee that is meant to be scaled up and down

I’ve numbered each product/service to make it easier to refer back to. Currently, I’ve set up workflows to create a new deal every 5 years for 1. I’ve set up another separate workflow for annual deals for 2. and 3. and yearly email reminders to go out to customers regarding them receiving invoices.

4. is paid in arrears when we know how much has been used. This currently is only tracked on deals and quotes as expected usage, not actual usage.

5. and 6. we have line items in quotes and deals, but no way to track whether they’ll renew or not.

For annual and 3-5 year deals, it makes sense for workflows to create new deals for us to forecast how much will come in.

But how do I track monthly subscriptions? Not based in the US, so can’t use payments through HubSpot.

I was looking at the Xero integration, and I can see it copies over information, but where does that sit? Not on deals I assume?

What’s the best way to track everything? It’s becoming messy, and up until now, 4. was just tracked in Xero, with no plan to add it to HubSpot.

2

Hey @MNar -
This HubSpot Admin session will be worth joining / watching the recording: https://events.hubspot.com/events/details/hubspot-hubspot-admins-presents-commerce-hub-goes-international/
I believe Commerce Hub is going international very soon so could help solve your use case here!

3

Thank you, that looks very useful!

4

Track 1, 2, 3 with workflows that auto-create new deals at renewal points (like you already do).
For 4 (monthly variable fee), create a custom object called “Usage Records” in HubSpot — log actual usage monthly and link it to the customer.
For 5 & 6 (scalable services), also track using custom objects or recurring deals tagged as “scalable” with properties like “Active/Cancelled” and next review date.
Avoid using deals alone for monthly subscriptions — they get messy. Use custom objects + reports for MRR tracking.
Set up reports combining deals (forecast) and custom objects (actuals) for clear revenue tracking.
Optionally, sync Xero invoice statuses back to HubSpot properties to track payment vs. expected revenue.
If you looking to integrate Hubspot with xero then I suggest cloudify Hubspot xero integration app. Cloudify helps you to automatic deal-to-invoice conversion in Xero & Powerful HubSpot workflow actions for Xero. Cloudify will help integrate HubSpot with Xero so you can track everything smoothly in one place!
Book a free consultation with them