This article explains how to match products in Pipedrive with items in Xero, set up your Xero items, turn on products in ScaleXP Invoicing, and keep both product lists in sync, so invoices created from Pipedrive deals are filled in automatically with the correct Xero item, sales account, and tax rate.

Pipedrive and Xero use different names for the same things:

How product matching works

When you create an invoice from a Pipedrive deal (or a quote) that has products attached, ScaleXP Invoicing compares each product's Product code in Pipedrive with the Code of your items in Xero. When the two match, the Xero item is selected automatically, along with its sales account and tax rate.

• Price and description always come from Pipedrive. Even when a product matches, ScaleXP Invoicing keeps the price and description from your Pipedrive deal or quote. The Xero sale price and description are used only when you add an item manually in the ScaleXP Invoicing window.
• If there is no match, or you want to use a different item, search your Xero items and select the right one when you create the invoice.

When products are turned on, an extra Item column appears to the left of the line items in the ScaleXP Invoicing window, showing which Xero item each line is matched to.

Set up items in Xero

Each Pipedrive product you invoice should have a matching item in Xero. To add an item:

1. In Xero, go to Sales › Products and services.
2. Click New item.
3. Fill in the fields described in the table below. The Code must exactly match the Product code of the product in Pipedrive.
4. Click Save.

Tip: Archived items in Xero still appear in ScaleXP Invoicing. If you don't want an item to appear, delete it in Xero rather than archiving it.

For more detail on each Xero field, see Xero's guide Add an inventory item.

Turn on products in ScaleXP Invoicing

If you don't see the Item column in the ScaleXP Invoicing window, turn on products:

1. Check that you have at least one item set up for sales in Xero. You can't turn on products until you do.
2. In ScaleXP Invoicing, open the Preferences section.
3. Turn on the option to use products.

The Item column now appears the next time you create an invoice.

Keep products in sync between Xero and Pipedrive

You only need to sync product lists when you add or change products. Choose the option that matches where you maintain your product list.

Option 1 (recommended): Export from Xero and import into Pipedrive

Use this option if Xero is your source of truth for products.

1. In Xero, go to Sales › Products and services.
2. Click Filter and select active items only, so archived items aren't exported.
3. Click Export, then select CSV. For more detail, see Xero's guide Export inventory items out of Xero.
4. In Pipedrive, open the account menu and go to Tools and apps › Import data › Import from spreadsheet, then click Get started.
5. Select Products as the data type and upload the CSV file from Xero.
6. On the field-mapping step, map the Xero item code column to the Pipedrive Product code field, the item name to Name, and the sale price to the product price.
7. Check the preview, choose how to handle duplicates, and click Start import.

Pipedrive doesn't link imported products to deals, so add products to your deals as usual after the import. For more detail, see Pipedrive's guide Importing data into Pipedrive with spreadsheets.

Option 2: Create products in Pipedrive and import them into Xero

Use this option if you create new products in Pipedrive first.

1. In Pipedrive, open Products from the left sidebar. If you don't see it, an admin can turn it on from the account menu under Tools and apps › Products.
2. Click + Product and enter the product Name.
3. In the product details, enter a unique Product code. This is the SKU that ScaleXP Invoicing matches to the Xero item Code. If the product is recurring, also set the Billing frequency.
4. On the Prices tab, click + Price and enter the Unit price for each currency you sell in.
5. To export your products, open the account menu, go to Tools and apps › Export data, select Products, choose CSV, and click Export. Download the file from the Generated exports list. For more detail, see Pipedrive's guide Exporting data from Pipedrive.
6. In Xero, go to Sales › Products and services, click Import, and download Xero's inventory items template.
7. Copy each Pipedrive Product code into the template's item code column and each product name into the item name column, then import the file. For more detail, see Xero's guide Import inventory items into Xero.
8. Check that each imported item has a sales account and tax rate set, so ScaleXP Invoicing can fill them in automatically.

For more on setting up products, prices, and product codes in Pipedrive, see Pipedrive's guide Products.

Key takeaways

• The Pipedrive Product code must exactly match the Xero item Code.
• Set a sales account and tax rate on each Xero item so invoices are coded automatically.
• ScaleXP Invoicing always takes price and description from the products on the Pipedrive deal or quote.
• You only need to sync product lists when products are added or changed.

Related articles

• Pipedrive: Products
• Pipedrive: Importing data into Pipedrive with spreadsheets
• Pipedrive: Exporting data from Pipedrive
• Xero: Add an inventory item
• Xero: Import inventory items into Xero
• Xero: Export inventory items out of Xero