Guide ยท updated 5 November 2026
How to match HubSpot invoices with Xero or QuickBooks Online
Export the invoices from both systems for the same dates, match them on invoice number, then compare the total, currency and paid status of every matched pair. Whatever has no partner is missing on one side or booked twice.
The five steps
- Fix the period. Use the same issue dates on both sides. An invoice outside the other side's dates is not missing.
- Export both lists. The HubSpot invoices export, and the Xero sales invoices export or the QuickBooks Online Invoice List report.
- Match on invoice number. Put both lists in one spreadsheet and look each HubSpot number up in the other list.
- Compare each matched pair. Check total, currency, customer, voided state and paid status.
- List what has no partner. A HubSpot invoice with no twin never reached the books. A number that appears twice was booked twice.
Where the spreadsheet stops
A lookup works for a few dozen invoices. It breaks when one system writes INV-1013 and the other 1013, when a sync creates a duplicate customer, or when the same invoice is paid in one system and open in the other, because those rows match and still disagree. HubSpot's own sync shows records that are in sync, failing or excluded on its CRM syncs tab, but it does not list invoices whose totals differ. HubSpot's sync pages list limits too, such as six currencies and invoices with automated sales tax not syncing (read on 6 November 2026; they change).
Check it in minutes
Billtwin does steps 3 to 5 for you: drop in the two exports and it lists every invoice that is missing, booked twice or different, money at risk first. It reads, never writes, and is free for up to 150 HubSpot invoices per run. Run the free check, or see how it differs from HubSpot's built-in sync in our comparison. For a close routine, see month-end reconciliation.
Questions people ask
How do I match HubSpot invoices with Xero?
Export both lists for the same dates, match each HubSpot invoice to the Xero sales invoice with the same number, then compare total, currency and paid status. Invoices without a partner are missing or booked twice.
How do I match HubSpot invoices with QuickBooks Online?
Use the HubSpot invoices export and the QuickBooks Online Invoice List report for the same dates, match on invoice number, and compare each pair. Report title rows must be removed before a spreadsheet lookup.
Why do HubSpot and Xero invoices not match after the sync?
Common causes are a total changed after syncing, tax added on one side, another currency, a payment recorded in only one system, a different customer record, a void on one side, and invoice numbers written in different formats.
Does HubSpot show which invoices differ?
HubSpot's CRM syncs tab shows records in sync, failing and excluded. It does not list matched invoices whose totals or payment status differ, so those need a comparison of the two exports.
How long does it take with Billtwin?
Minutes: drop in the two exports and read the list. It is free for up to 150 HubSpot invoices per run, reads only and writes nothing to HubSpot, Xero or QuickBooks.
Atesen Software publishes Billtwin and is independent of HubSpot, Xero and Intuit. Checked 8 November 2026.