Connect HubSpot invoices and payments to Xero with Sanka
Use Sanka to review HubSpot-sourced invoices, payments, and reconciliation status before exporting accounting invoice drafts to Xero.
Last updated: May 29, 2026
Set up Xero with Sanka so HubSpot-sourced invoices can be reviewed in Sanka, payment and reconciliation status can stay traceable, and accounting invoice drafts can be exported to Xero. Start with a Xero demo organisation or sandbox-style test company, validate the draft invoice, then move to your live organisation once your accounting rules are confirmed.
Prerequisites
Sanka workspace admin access.
A Xero organisation that you can use for testing first.
A connected Xero integration in Sanka.
Draft Sanka invoices with a customer, issue date, due date, currency, and line items.
An operating rule for Xero account codes, tax rates, and whether invoices should remain as drafts for accounting review.
A review process for duplicate exports. If a Sanka invoice is already linked to Xero, review the existing accounting reference before exporting again.
Sample prompt
/sanka Review this Xero export plan before making any changes. Confirm the Xero organisation, Sanka invoice, customer, issue date, due date, currency, line items, account code, tax type, duplicate export risk, and whether accounting should approve the draft before posting or sending. Do not export live invoices or create another Xero draft until I approve the plan.
HubSpot to Xero workflow
Use this workflow when HubSpot is the CRM source and Xero is the accounting destination.
Review the HubSpot company, billing contact, deal, line items, amount, currency, tax, payment terms, and service period in Sanka.
Create or review the Sanka invoice from the HubSpot deal.
Export the reviewed Sanka invoice to Xero as an accounting draft.
Keep the Sanka invoice, HubSpot deal, Xero reference, payment status, and export history linked for audit.
Before go-live, decide how Xero account codes, tax types, invoice references, payment matching, and reconciliation exceptions should be handled.
Connect
In Sanka, open Workspace > Integrations.
Select Create integration, then choose Xero.
Connect the Xero organisation or enter the demo credentials provided by your admin.
Confirm Xero appears in the integration list, then share access with the teammates who need to export invoices.
Export rules
Xero export creates an accounts receivable invoice draft from a Sanka invoice.
The customer name and email are taken from the Sanka invoice customer.
Issue date, due date, invoice number, reference, currency, and line items are copied where available.
Line items use the configured Xero account code and tax type. Confirm these settings with accounting before exporting live invoices.
Sanka records the Xero invoice reference and export history so your team can trace which Sanka invoice created the accounting draft.
Re-syncing or updating an existing Xero invoice is not part of the basic export flow. If an invoice has already been exported, review the existing Xero draft before exporting another copy.
Map invoice, payment, and reconciliation fields
Review these mappings before the first live export.
Source
Field to check
Xero impact
HubSpot deal
Deal name, close date, owner, amount, currency, line items
Source context for the Sanka invoice and export history
Sanka invoice
Customer, issue date, due date, invoice number, reference, line items, tax
Accounting owner can decide whether to export, adjust, or hold the draft
HubSpot writeback
Invoice URL, payment status, reconciliation status, open balance
Sales and CS can see customer status without asking finance
Export Sanka invoices to Xero
In Sanka, open Commerce > Invoices.
Select the invoices you want to send to accounting.
Select Export.
Set Export destination to Integration, then choose the Xero integration in Integration.
Property mapping is not required for Xero invoice export. Review the selected invoices, then click Export invoices.
After export, open Xero and review the draft invoice before approving or sending it. Confirm the customer, issue date, due date, invoice number, line items, tax treatment, and account code.
Validate the setup
Use a Xero demo organisation first and export one small draft invoice.
Confirm the exported invoice remains a draft in Xero until accounting reviews it.
Confirm customer name, email, invoice number, reference, dates, currency, line descriptions, quantities, unit prices, tax type, and account code.
In Sanka, open export history and confirm the export status and linked Xero reference.
Try an invoice that is missing a customer or line items and confirm it is blocked before a draft is created.
Review after export
In Invoices, confirm the Sanka invoice remains available for audit and that the export history shows the result.
In Xero, confirm the draft invoice is not posted or sent until your accounting team approves it.
If accounting changes account codes, tax settings, or line details in Xero, note the final accounting treatment in your internal process.
If the export fails, review the Sanka invoice fields first, then check whether the Xero organisation, account code, tax type, or authentication needs attention.
Troubleshooting
Xero is connected but export fails
Check the selected Xero organisation, authentication status, Sanka invoice customer, issue date, due date, currency, line items, account code, and tax type. Most export failures are caused by missing invoice data, invalid accounting settings, or expired authorization.
The exported draft has the wrong total
Compare Sanka line item quantities, unit prices, discounts, taxes, currency, and rounding against the Xero draft. If accounting changes tax settings or account codes in Xero, record that final treatment in your internal process.
The wrong customer appears in Xero
Review the customer on the Sanka invoice before exporting. If the customer was edited after export, confirm whether accounting should update the Xero draft manually or whether a new export is appropriate.
Duplicate drafts were created
Check Sanka export history and the Xero invoice reference before exporting again. The basic export flow creates a draft and does not automatically merge with or update an existing Xero invoice.
The invoice was posted or sent unexpectedly
Sanka's basic Xero export is intended to create a draft for accounting review. If an invoice is posted or sent in Xero, review the Xero-side approval, sending, and automation settings before treating Sanka export as the cause.
Checkpoints
Use Sanka invoices, export history, action history, workflow history, and audit logs together with the Xero draft to confirm what happened before replying to a customer or asking AI to make a code change.
Search Sanka...
Review Xero export activity
Logs
Search logsAll actionsAll dates
ID / ActionDateTarget / ItemChangeActor
3Reviewed Xero export setup2026/05/10 16:00Invoice INV-2001Checked customer, line items, account code, and tax typeClaude integration
2Exported invoice draft2026/05/10 16:15Xero draft invoiceCreated accounting draft from Sanka invoice for reviewSanka integration
1Checked accounting approval2026/05/10 16:30Xero draft invoiceConfirmed draft remained unposted before accounting approvalSanka user
A safe review should include the Sanka invoice, Xero organisation, customer, line items, tax type, account code, export history, duplicate risk, and accounting approval state.
Go-live tips
Run at least one invoice export in a demo organisation before using a live Xero organisation.
Decide the default account code and tax type before the first live export.
Keep the first live batch small and compare Sanka invoice totals against Xero draft totals.
During the first week after go-live, review export history and Xero draft invoices daily.
