I have Hubspot creating draft invoices in Xero. I Approve and send it in Xero, but Hubspot shows the invoice as “Waiting to be sent” Why is it not picking up as being sent?
Hey, @AvanWyk4. Thanks for reaching out. For third-party integrations like Xero, the integration creator provides support for their integration. Here’s their support information:
- Setup guide
- Support website
- Email support — support@xero.com
Essentially, HubSpot provides the APIs and Xero (and other integration builders) are responsible for supporting what they build as well as helping to support their products when they do not behave as expected.
Best,
Jaycee
I did go to them and this was their response:
*As Hubspot created and maintains the integration, we recommend contacting
them as to why changes made in Xero aren’t occurring in Hubspot.*
I am being bounced between you and Xero?
We are having the same issue with the status not updating.
Did you ever find a solution?
Regards
Richard
I find even though Hubspots team have created the integration for Xero which is extreamly limited.. I have also noticed they have focused primarily on Quickbooks integration and seems like they have also partnered with them considering the new payment options in Hubspot has Quickbooks all over it. For any other business I would not have a problem with this but being one of the Top CRM’s there shouldn’t be any less support for other platforms. I find that this is unethical as they have focused more resources in Quickbooks than other options like Xero.
I have used the Free Quickbooks integration from Hubspot aswell and has all the basic features required with no intervention required
bump - same for me
I am same issue i have integrated xero to hubspot and created invoices on hubspot but they are not being sent to xero. CS at hubspot are telling me its because integration is one way and to check here!! Xero is saying integration is fine there end - looks like we are being pushed to use Stripe or quickbooks??
This happens because HubSpot relies on Xero’s invoice status updates via API. When you approve and send the invoice in Xero, it changes status internally, but HubSpot sometimes only tracks if the “Sent to customer” flag is updated through the API. If that flag isn’t triggered or synced, HubSpot will still show “Waiting to be sent.”
To fix this, ensure your Xero integration is set to sync the “Sent” status after approval. Also, double-check if your Xero settings are marking invoices as sent automatically. If not, manually mark them as sent in Xero and then refresh the sync in HubSpot.
I suggest the Cloudify Hubspot Xero integration app. They will help me with automatic deal-to-invoice conversion in the Xero app. Help me from no more double data entry between systems & automated customer, product and invoice/quote creation.
They provide a free consultation also - https://meetings.hubspot.com/cloudify/app-assistance
Hey everyone – I’ve been reading through this thread and really appreciate all the insights here,
I’m a developer building an MVP to help solve some of the invoicing pain between HubSpot and Xero.
I’ve seen common issues like missing quote → invoice flow, limited sync options, and poor UX with current tools.
If you’ve tried to get HubSpot–Xero working for your team or clients:
What’s been the most frustrating or manual part of the process?
Trying to make something useful for folks in this exact spot. Happy to collaborate or even share early prototypes if it helps.
Thanks in advance 
Hi @AvanWyk4,
Nice to meet you!
Most likely HubSpot isn’t picking up the “Sent” status because the native Xero <> HubSpot sync only creates the draft in Xero and doesn’t always pull back status changes made in Xero (approve/send) unless a specific two‑way sync or webhook is configured.
A few quick checks:
- confirm the invoice in Xero is marked as Sent, check your integration/sync logs in HubSpot (or re‑authorize the Xero connection), and see whether your integration supports syncing invoice status back to HubSpot
- If the native integration can’t update status you’ll either need a middleware that supports two‑way updates or a workflow that updates HubSpot after Xero sends the invoice.
We have an app for HubSpot called Portant. It can use Xero as a source to generate invoices and PDFs, save invoice links back to records, and give you more control over how and when documents are created and sent.
If you want to ensure HubSpot reflects the final sent status, Portant can be used to generate and manage the invoice documents and record outputs so your HubSpot records stay in sync.
Docs for Xero + Portant: Xero | Portant Docs
If you’d like to explore the app: HubSpot Marketplace
If you want, I can help check if your current integration supports status updates or show how Portant could solve this - feel free to email me tom@portant.co or we can book time together.
Cheers,
Tom
Marketing @ Portant
Portant App for HubSpot: HubSpot Marketplace
Hey @AvanWyk4
Bumping another solution since this popped up in my search results.
Here’s how we solve this with our app Invoice Stack - a Xero and QuickBooks integration.
Invoice Stack has a full 2-way sync with Xero - so when you send or update your invoice in Xero, it’s instantly updated in HubSpot. You can also choose to send the invoices via HubSpot as well if you prefer.
It’s easy to get set up with a free trial on the HubSpot marketplace