Hi everyone
I really hope someone can help me.
We are using the Xero | Hubspot App (I know… we have made it work as best we can but it’s a challenge). I would like to implement a notification (internal email or task) when the, Create a Xero invoice sync fails. We have a one way sync from Hubspot to Xero, but it sometimes fails to create the invoice in Xero for various reasons - see below screenshot from the invoice preview card section.
My question is - what property can I use to trigger the workflow? I can’t find a Hubspot property that tells me it has failed but it shows on the invoice preview card so it must be in there somewhere?
We have Sales Pro and Data Hub Started packages
Hi @DLiprini,
As far as I know, the “Failed to sync” message does not exist as a workflow property in HubSpot.
In other words, although you can see that the synchronization has failed in the UI interface, you cannot expose this status for workflow automation via HubSpot API. This is the data provided by Xero integration, not the standard invoice property.
In any case, it will be reasonable to check whether the Xero application created any custom properties related to the synchronization process in your portal. In this case, you might use one of those properties as the trigger for your workflow. However, I doubt that this property (“sync failed”) is a part of the standard integration.
If such notifications about failed synchronizations are very important for your business, then you may consider using a more complicated solution such as the custom integration with the additional functionality of creating tasks or sending internal notifications when something fails.
One more thing to check is the timeline of activities or custom properties associated with Xero on the invoice record.
Hope this helped!
Thank you. I was wondering if I could use custom events in Data Management as a work around but it is a bit above my pay grade 
We’ve seen the same limitation with the standard HubSpot ↔ Xero integration. The “sync failed” status shown on the invoice preview card isn’t exposed as a standard HubSpot workflow property, so it’s difficult to trigger internal notifications or tasks based on it.
If the integration creates custom properties in your portal, it’s worth checking those first, but many users find they aren’t available as workflow triggers.
This is actually one of the reasons we moved to Cloudify. It provides sync notifications directly in HubSpot with detailed success/error messages, and if an invoice or quote sync fails, you can replay it with a single click instead of manually recreating everything. That gives teams much better visibility and control over the billing workflow.
Hey @DLiprini, thanks for following up!
Currently, there isn’t a built-in “Xero invoice sync failed” property available in HubSpot that can be used as a workflow trigger with the current Xero by HubSpot Data Sync integration. The sync failure message you see on the invoice preview card is part of the Integrations sync card (sync health view), rather than a standard invoice property.
The property “External Invoice Status” may sound like a fit, but it’s actually associated with the legacy Xero integration, so it doesn’t apply to the current Data Sync app.
With Sales Pro and Data Hub Starter, your best native option is to keep an eye on sync activity and issues by navigating to Connected Apps > Xero > CRM syncs.
If you’re looking to receive automated notifications for sync errors, you might consider a custom solution.
Many users set up middleware or a custom process that detects sync failures and writes them back to a custom property in HubSpot, making automated workflow triggers possible!
You might want to take a look at these similar topics:
Let’s consult with our Top Experts: Hi @MichaelMa and @evaldas can you think of a workaround to help @DLiprini, please?
Thanks so much and have a lovely weekend!
Bérangère
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Hey @DLiprini ,
The native integration is not always reliable, hence we’ve been looking at lot at the API route and what can be done with Data Hub. Given that you have the Data Hub Starter, you won’t be able to do much with it. You can use an external integrator such as N8N, Zapier or Make to create the connection.
I ran a HUG (HubSpot User Group) a couple of weeks ago answering a lot of questions on how to do a custom integration, what to consider, etc. We also have created a lot of resources around it.
One of the big challenges though is the Xero IDs for Contacts (and the fact that the terminology contact in Xero is different to HubSpot) and Invoices and if those match or not.
Thanks,
Eli
One workaround we’ve seen work well is to detect the absence of a successful sync rather than the failure itself.
For example, after 15–30 minutes, check whether the invoice has received a Xero Invoice ID, external ID, or another field that’s only populated after a successful sync. If not, trigger an internal task or notification for review.
Unfortunately, the native Xero integration doesn’t expose the actual sync failure as a workflow property. If automated error handling is business-critical, a custom integration can write the sync status and error message back to HubSpot properties, making workflow automation possible.
Disclosure: I work with SyncMatters, where we build HubSpot integrations, including accounting system integrations.
