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

How SKU matching works

When you create an invoice from a deal or quote that already has line items, ScaleXP Invoicing matches the SKU stored against the HubSpot line item with the item code in Xero. When the two match, the correct Xero product — along with its sales account and tax rate — is selected automatically.

• Pricing and description always come from HubSpot. Even when a product matches, ScaleXP Invoicing keeps the price and description from your HubSpot deal or quote. Xero’s sale price and description are used only when you add a product manually.
• If there is no match, or you want to change it, you can search your Xero products and select the right one when creating the invoice.

When products are enabled, you’ll see an extra Item column on the left of the line items in the ScaleXP Invoicing window, showing which Xero product each line is matched to.

Enabling products

If you use QuickBooks Online, products are mandatory, so the Item column appears automatically. If you use Xero and don’t see the Item column, go to the Preferences section of ScaleXP Invoicing and turn on the option to use products. You won’t be able to select this option until you have at least one product set up in Xero.

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.