Xero makes small business accounting less of a headache. Invoices, expenses, payroll, taxes… It’s all there. But while Xero tells you who owes what and when, it doesn’t explain the bigger picture.
You need to know how your customers are doing, what your sales team is working on, or where new opportunities lie.
That’s where a CRM comes in. By linking Xero with a CRM, you give sales and finance a shared view of every customer with no more “your system says one thing, mine says another.”
In this guide, we’ll look at the best CRMs that connect with Xero.
Why pair Xero with a CRM?
Keep customer data consistent
Xero handles accounting data, while a CRM system manages contact details and customer interactions. Without a connection, those records drift apart. Someone updates an address in Xero but not in the CRM, or sales changes a phone number while finance never receives the update. A proper Xero CRM integration keeps both sides aligned.
Unlock opportunities from customer insights
Bringing accounting data into CRM records helps reveal trends you’d otherwise miss. You can see which customers pay reliably, who need frequent reminders, and which segments respond best to marketing campaigns. Those insights guide sales efforts toward the right opportunities instead of guesswork.
Add context to financial data
An invoice shows what was billed and when it’s due, but it doesn’t explain the relationship behind it. Was the client promised a discount? Are they waiting on a proposal? With CRM software linked to Xero, that context is visible. Sales teams can see overdue payments before calling, while finance understands the deals driving upcoming revenue.
Create smoother collaboration
When finance and sales operate in isolation, errors creep in. A connected CRM solution puts sales pipeline management next to invoice history so both teams know what’s happening. Automation also reduces human mistakes.
Tipalti, a major Xero integrator, reports that businesses using Xero integrations see a 66% reduction in errors (including invoicing errors) thanks to improved workflows.
That kind of efficiency can’t be matched with manual processes.
Improve the customer experience
Clients don’t care which software solution you’re using, but they do notice when messages clash or invoices get handled twice. With a seamless integration between Xero and your CRM, customer communication feels coordinated. Customers aren’t asked to repeat details, overdue payments are handled tactfully, and the overall experience feels way more professional.
Best CRM software for Xero
Capsule CRM + Xero: best Xero CRM integration
Capsule is a CRM platform designed for small and growing businesses. It helps teams stay on top of client communication without overwhelming them with complexity. The system is customer-focused rather than deal-focused, which makes it easy to build long-term relationships while keeping sales pipelines moving.
How the Xero integration works
When you connect Capsule with your Xero account, you bring financial data and customer interactions into one place. The integration is straightforward to set up from the Capsule settings. Once connected, Capsule becomes the source of truth for customer records.
Capsule’s automated workflows push contact updates and invoice data from Xero, which reduces the risk of duplication or errors.
The integration also imports invoice history from Xero into each customer record in Capsule. You can view payment due dates, see if invoices are paid, and identify overdue accounts – all within the CRM. When new contacts are created in Capsule, they can be exported to Xero at the point of invoicing for a smooth workflow from lead to payment.
Benefits for teams
- Sales teams have enhanced financial visibility before they reach out to a customer. Seeing overdue payments alongside recent emails or opportunities helps them plan the right approach.
- Finance teams save time by avoiding duplicate entry. Contact details entered in Capsule flow straight into Xero, cutting down on admin work.
- Managers see both customer relationships and accounting data in one place, giving them a clearer picture of business operations to improve customer satisfaction.
Real-world feedback
Capsule’s approach resonates with Xero users.
One review summed it up as “a great CRM tool that integrates with Xero seamlessly,” highlighting its value for accountants and bookkeepers.
Another reviewer noted that after moving from another CRM, “the Xero integration works seamlessly and we have true two-way availability of our financial information in the CRM.”
Other users praise its simplicity, noting it’s easy to use and quick to integrate with Xero: “really easy to use and master at your own pace… if you want it to shoot straight over to Xero it’s simple to integrate.”
Why it stands out for Xero users
Capsule’s Xero integration is available on all paid plans and doesn’t require third-party tools to work.
It combines contact management and invoice history in a single view, making it a practical choice for businesses that want accuracy and efficiency without complexity.
Discover the best Xero CRM integration with Capsule CRM today.
Pipedrive + Xero
Pipedrive is a sales CRM designed around pipeline management. Through the Xero App Marketplace, businesses can convert deals directly into invoices, giving sales teams a straightforward way to link their sales processes with accounting software. This built-in Xero integration is useful for keeping revenue data connected to ongoing opportunities, but it only covers basic functionality.
For companies that want more advanced workflows, Pipedrive relies on third-party tools such as SyncQ or Unito. These add-ons expand the integration process to include invoice visibility, payment updates, and customer information synced between systems. Zapier is also often used to automate tasks like creating invoices in Xero when a deal is marked as won.
While this flexibility is valuable, it means businesses need to choose between multiple connectors and manage the additional setup. For some, this adds administrative tasks that reduce the efficiency gains of automation.
Still, once the data is in place, Pipedrive offers a lot for companies that want a deal-focused CRM but are comfortable layering on other business tools to handle accounting processes.
HubSpot CRM
HubSpot CRM integrates with Xero through both official and partner-built apps. The native integration allows for one-way contact connection from Xero to HubSpot and, in selected regions such as the UK and Australia, invoice creation from within the CRM. Sales teams can see customer data alongside marketing efforts, and automated workflows can be triggered based on invoice status.
Third-party connectors like Cloudify or InvoiceStack extend the integration process further, bringing more accounting data into HubSpot and supporting detailed reports. These additions can align customer relationship management with financial transactions, giving teams better insight into customer communication and sales opportunities.
HubSpot is often chosen for its automation features and advanced analytics, but it is more complex than lighter CRMs. The setup requires decisions about field mapping and conflict resolution, which adds configuration work during implementation.
As a result, HubSpot suits larger teams that already use its platform for marketing campaigns. For small businesses, the administrative tasks and costs may outweigh the benefits.
Zoho CRM
Zoho CRM offers a Xero integration through its marketplace extension. The extension brings contacts, invoices, products, and accounts into the CRM, helping users store contact data and manage invoices without switching systems. For companies on Zoho’s enterprise or ultimate plans, the integration expands to full bidirectional sync, which includes suppliers and purchase orders.
Zoho’s integration works well for organizations that want to bring accounting processes and customer relationship management into one ecosystem. It supports automated workflows and can reduce manual data entry, which improves data accuracy across sales and finance teams. Additional integration tools, such as Skyvia, allow for data transformation and advanced analytics, making Zoho flexible for complex operations.
That flexibility can also be a drawback. The range of features and integrations may be overwhelming for smaller teams that want a straightforward software solution.
The integration tab in Zoho requires more configuration than simpler CRMs, and businesses need to manage user access carefully when dealing with accounting data. Zoho remains a strong option for companies already committed to its suite of business tools and looking for operational efficiency across departments.
Insightly
Insightly provides a built-in connector with Xero that adds an integration tab to contacts, organizations, projects, and opportunities. Through this, users can view invoice history and create draft invoices without leaving the CRM. Contacts created in Insightly can also be added to Xero directly.
However, the connector does not provide continuous synchronization. Most actions are manual or one-off, so teams looking for automated workflows will need to use third-party services such as Zapier or HexaSync. This limits the ability to automate tasks and means administrative oversight is still required.
For project-based businesses, Insightly’s setup can be useful. Sales opportunities, project milestones, and financial transactions are visible within the same system, giving managers improved customer management and better alignment between work delivered and invoices issued. Still, the integration process is lighter than some competitors, making it best suited for businesses that want basic invoice overview without deep accounting integration.
Copper
Copper CRM, designed for Google Workspace users, includes a native integration with Xero that displays invoice details on customer records. Sales and account managers can see invoice status, issuer, due date, and totals while reviewing contact data.
The native integration is display-only. Users cannot create or edit invoices from within Copper, and there is no built-in two-way sync. To automate tasks such as creating invoices or consolidating customer information, companies typically use Zapier, Appy Pie, or other workflow automation tools.
For teams that already rely on Google Sheets or want a CRM that aligns with it, it brings invoice visibility. It improves customer engagement by bringing accounting data closer to the sales process, but the limited functionality means finance teams will still need to manage invoices directly in Xero. Copper works well for smaller teams that value simplicity.
Agile CRM
Agile CRM integrates with Xero through the Xero App Marketplace and third-party connectors. The integration helps synchronize contact details and invoice history with the CRM. Users can manage invoices, track payment status, and align accounting processes with sales automation features.
The platform includes tools for marketing campaigns, customer communication, and storing contact data, which makes it a broader solution than some other CRMs. Automated workflows can be set up to give teams improved operational efficiency.
Agile CRM is best suited for businesses that want to integrate Xero alongside other business tools, particularly when marketing and sales processes are closely linked. Its breadth of features can be appealing, but the integration process requires configuration, and not all functions are built in.
This may add to administrative tasks, while larger businesses may value the ability to combine customer relationship management with accounting data and advanced analytics.
Final thoughts: Which CRM is best for Xero?
Plenty of CRMs integrate with Xero accounting software, but they’re not all built with the same audience in mind.
- Pipedrive works for sales-heavy teams that just want to push deals into invoices, but advanced syncing depends on third-party apps.
- HubSpot is powerful if you already live in its ecosystem, though it can feel heavy and expensive for smaller businesses.
- Zoho CRM brings depth and advanced reporting, but its complexity often outweighs the benefits unless you’re an enterprise running business operations.
- Insightly, Copper, and Agile CRM each have their niches (project visibility, invoice display, or broad marketing features) but the integrations are lighter and often need extra tools for improved data accuracy.
Capsule takes a different approach. The integration with Xero is built-in, simple to set up, and available across all paid plans. Contacts sync automatically, invoices are visible inside customer records, and new clients flow from Capsule to Xero without extra admin.
For most small and mid-sized businesses, Capsule is the best balance of simplicity, depth, and affordability. If you're looking for a tool that integrates sales with accounting, Capsule should be your pick.
Ready to connect your customer relationships with your accounting data?
Try Capsule CRM free with Xero and see how smooth the integration can be.
