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Xero integration

Hubbado connects to Xero to upload invoices and credit notes. Once connected, the invoices and credit notes generated in Hubbado are uploaded to your Xero organisation automatically, without any manual steps.

The connection is one-way: Hubbado sends invoices and credit notes to Xero. Status changes — such as marking an invoice as paid in one system — are not sent back the other way. You must keep status up to date in both Hubbado and Xero separately.

What Xero integration provides

  • Automatic upload of invoices to Xero when they are generated in Hubbado
  • Automatic upload of credit notes to Xero when they are generated in Hubbado
  • A secure connection to your Xero organisation that stays active without you needing to reconnect

Important Status changes are not synced between Hubbado and Xero. Marking an invoice as paid, marking it as booked, or voiding a document in one system does not update the other. When you record a payment, a void, or any other status change, you must update both Hubbado and Xero separately.

Setting up the Xero connection

Before you can connect:

  • The Xero Integration permission must be enabled for your company. There is no self-serve switch for this inside Hubbado — contact Hubbado to have it enabled. Until it is, no Connect button appears.
  • You must be an admin of the managing company.
  • You need a Xero account with admin access to the Xero organisation you want to connect.

Connection process:

  1. Open your company's integrations
  2. Open the account menu and choose Company details
  3. On your company page, find the Integrations section

  4. Locate the Xero card

  5. Start the connection

  6. On the Xero card, click Connect
  7. You'll be redirected to Xero
  1. Authorise in Xero
  2. Log in to your Xero account
  3. Select which Xero organisation to connect

  4. Approve the connection so Hubbado can upload invoices and credit notes

  5. Complete the connection

  6. You'll be redirected back to Hubbado
  7. The Xero card now shows Connected to: followed by your Xero organisation name
  8. You'll see the message Successfully connected to Xero
  9. Uploads begin automatically for invoices and credit notes generated from now on

What Hubbado can access in Xero:

Hubbado connects to Xero to upload invoices and credit notes. It does not change anything else in your Xero organisation.

Security notes:

  • The connection uses a secure, industry-standard sign-in process with Xero
  • The connection stays active automatically — you do not need to reconnect periodically
  • You can disconnect at any time

How invoice uploading works

When Hubbado generates an invoice and your Xero connection is active:

  1. The invoice generates in Hubbado (automatic, based on approved timesheets)
  2. Hubbado uploads the invoice to Xero (automatic, no action needed from you)
  3. Mark as booked in Hubbado (confirms the invoice appears correctly in Xero)
  4. Payment happens externally (bank transfer, etc.)
  5. Record the payment in Xero (when received)
  6. Mark as paid in Hubbado (this does not update Xero — you must record the payment in both systems)

The upload happens automatically in the background. You won't see a notification when it succeeds — the invoice simply appears in Xero. Credit notes are uploaded the same way.

Managing your Xero connection

Connection status:

  • Connected to: followed by your Xero organisation name — the connection is active and invoices and credit notes are uploading
  • Not connected — there is no active connection

Disconnecting:

  1. Open the account menu and choose Company details
  2. In the Integrations section, find the Xero card
  3. Click Disconnect
  4. A confirmation appears titled Disconnect Xero, asking "Are you sure you want to disconnect Xero?" — click Disconnect to confirm, or Cancel to keep the connection
  5. You'll see the message Successfully disconnected

Once disconnected, invoices and credit notes will no longer upload to Xero. The Xero card returns to Not connected and shows a Connect button again.

Reconnecting after disconnecting:

To reconnect, click Connect on the Xero card and follow the same steps as the initial connection.

Troubleshooting

An error after returning from Xero

If you see an error after returning to Hubbado from Xero, the authorisation didn't complete. Try the following:

  • Check that you have admin access to the Xero organisation
  • Ensure the Xero organisation is not suspended
  • Click Connect on the Xero card and try again
  • Contact Hubbado support (support@hubbado.com) if the issue persists

No Connect button on the Xero card

If you can't see a Connect button on the Xero card, the Xero Integration permission has not been enabled for your company, or you are not an admin of the managing company. Contact Hubbado to have the permission enabled, and check that you have managing company admin access.

Invoices not appearing in Xero

If invoices are generating in Hubbado but not appearing in your Xero account:

  • Check the connection status — on the Xero card in the Integrations section (account menu → Company details), confirm it shows Connected to: your Xero organisation name
  • Contact Hubbado support (support@hubbado.com) — uploading may have stopped because of an upload error. Hubbado support can investigate and restore uploading.

Note If an upload fails, you are not notified automatically. If you notice invoices or credit notes missing from Xero, contact Hubbado support promptly so they can resolve the issue and upload anything that was missed.