By matching product SKUs in HubSpot and Xero, ScaleXP automatically populates invoices with the correct account, tracking codes, tax, and product details.

In Xero, the equivalent of HubSpot Products is called Items.

For full invoicing setup, see: ScaleXP Invoicing: HubSpot Set Up - Step 2 of 2 - Invoicing Setup and Data Mapping.

Find Products (Items) in Xero

Go to Business → Products and Services and click New Item.

Key Fields Required

• Sell – Must be checked for use in ScaleXP
• Code – Unique SKU that must match HubSpot’s SKU
• Name – Displayed in ScaleXP

Highly Recommended

• Sales Account – Auto-fills on invoices
• Tax Rate – Auto-fills but can be overridden

Optional

• Track Inventory – Adjusts quantity when invoices sync (does not prevent overselling)
• Sale Price – Used only for manual invoices in ScaleXP
• Description – Used only for manual invoices in ScaleXP

Save the item once complete.

Tip:
Archived items in Xero still appear in ScaleXP. Delete them fully if you need them removed.

Syncing Products Between Xero & HubSpot

Option 1 (Recommended): Export from Xero → Import to HubSpot

Best if Xero is your source of truth. 

• Export CSV from Xero (remove archived rows)
• Import into HubSpot → Commerce → Products

Option 2: Export from HubSpot → Import to Xero

If you decide to create new Products in HubSpot, this is how:

1. Go to Settings → Products
2. Click Create product
3. Enter:
   - Name
   - SKU (must match Xero Code)
   - Pricing (and billing frequency if recurring).
4. Description:
   • The HubSpot description appears on quotes.
   • The Xero description will appear on invoices.

• Export products from HubSpot
• Import into Xero using Xero’s template
• Ensure Sales Account and Tax Rate are set in Xero

Option 3: If your products change frequently

HubSpot offers a free Data Sync app to sync Products and Contacts.

You can:

• Sync in either direction
• Choose your source of truth

Important:

• Map Xero Code → HubSpot SKU
• Accounts and tax must exist in Xero
• A paid Operations Hub subscription is required for advanced field mapping.

Key Takeaways

• SKU (HubSpot) must match Code (Xero).
• Set Sales Account and Tax Rate in Xero for automation.
• ScaleXP pulls pricing from HubSpot line items.
• Syncing is only necessary if products change frequently.