Five minutes per invoice, across over 2,000 invoices a year.
An integration costing £9 a month now drafts each Xero invoice when a deal is confirmed in HubSpot, saving around 166 hours a year.
166 hours
a year saved: about five minutes per invoice, across over 2,000 confirmed sales in 2024
A HubSpot for sales, and Xero for the money.
Active Mobility is a mobility equipment specialist. It uses HubSpot as its CRM and Xero for accounts and invoicing. The work began as part of a wider HubSpot training programme, and one clear problem stood out along the way: the two systems were not sharing sales data.
Every confirmed sale was typed in again.
When a sale was confirmed in HubSpot, someone had to create the invoice in Xero by hand. That took around five minutes per invoice.
- Manual data entry. Every confirmed sale meant a second round of typing.
- Inconsistent tracking. Many sales never reached HubSpot, because staff did not want to enter the same data in both systems.
- Lost time. In 2024, Active Mobility processed over 2,000 confirmed sales, which comes to about 166 hours of repetitive invoicing.
They needed every sale tracked in HubSpot, without the double entry and without the risk of errors that comes with it.
The approach
The fix was an integration between HubSpot and Xero built in Make.com, which was quick to set up and cheap to run.
1. Quote in HubSpot
The team creates and sends quotes straight from HubSpot.
2. Confirm the order
When a customer approves the quote, the deal moves to the Order Confirmed stage, which is HubSpot's Closed Won for this business.
3. Draft the invoice automatically
A draft invoice is created in Xero with the customer details and invoice lines already filled in.
4. Review and send
The team checks the draft for accuracy and sends it. The only manual step left is the check.
Measured across over 2,000 invoices a year
Around 166 hours a year saved, which is over 20 working days, across over 2,000 invoices at about five minutes each.
Every sale is now logged in HubSpot, so reporting is more accurate and gives a clearer view of how the business is performing.
The Make.com subscription that runs it costs £9 a month, a small fraction of the cost of the labour it replaces.
We wrote up the original build, as it happened, in a blog post from early 2025.
166 hours
saved each year: about five minutes per invoice across over 2,000 confirmed sales in 2024
£9 / month
the Make.com subscription that runs the integration
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