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Why Product Sync Settings Matter

Accurate product matching

Ensure products are correctly matched between Pipedrive and Xero every time.

Streamlined invoicing

Automatically create invoices and quotes without manual product lookups.

Consistent product data

Maintain uniform product information across both platforms at all times.

Handle mismatches gracefully

Define fallback behaviour for scenarios where products don’t match exactly.

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Setting Up Product Sync Settings

1

Searching for Products

This method is best when you have a large number of products and want to automatically match them based on a unique identifier.
  1. Go to the Product sync rules tab.
  2. Select Select search parameters.
  3. Choose a Pipedrive field (e.g., SKU) and match it with a Xero field (e.g., Product Number).
  4. When creating an invoice or quote, the integration will use this identifier to find the correct product in Xero.
Example: If you set SKU (Pipedrive) to match with Product Number (Xero), a product with SKUABC123 in Pipedrive will be matched with a product that has Product Number ABC123 in Xero.
2

Custom Mappings

This method is ideal when you have a small number of products or when product identifiers don’t match exactly between Pipedrive and Xero.
  1. Go to the Product sync rules tab.
  2. Select Set custom mappings.
  3. For each Xero product, manually select which Pipedrive product(s) it corresponds to.
Example: You might map the Pipedrive product “Premium Package” to the Xero product “Premium Service Bundle”, even though their names or identifiers don’t match exactly.
3

Handling Products Not Found in Xero

Scroll down in the Product sync rules tab and choose one of the three fallback options:
If no matching product is found in Xero, the invoice or quote will not be generated.
When a product is not found, the integration will fall back to a default product from Xero to generate the invoice or quote.
The integration will automatically create a new product entry in Xero using product details from Pipedrive.
Follow the on-screen prompts to set up the necessary details for your chosen option.
4

Deals Without Line Items

At the bottom of the Product sync rules tab, find the Deal Syncing When Products Are Unavailable section.
  1. Check the box to Sync the deals which do not have products associated with them.
  2. Select a default product from Xero to use in these cases.
5

Add a Deal-Level Discount as a Line Item

Check the Select a default item to add overall discount as a line item box and select the product to apply a deal-level discount to the complete deal value in Pipedrive.

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Product Field Mappings

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Why Product Field Mappings Matter

  • Ensure data consistency — align product information between Pipedrive and Xero.
  • Customize for your needs — tailor the product data transfer to fit your specific requirements.
  • Maintain data accuracy — ensure essential product information is correctly represented in Xero for proper accounting.

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Setting Up Product Field Mappings

1

Navigate to Product field mappings

Go to the Product field mappings tab in your integration settings.
2

Review and edit existing mappings

For each Xero field, the default Pipedrive field will be shown (if applicable). Click Edit to change the mapping or Delete to remove it.
3

Prioritize required fields

Pay special attention to these required fields:
  • Name (default mapped to Name in Pipedrive)
  • Product Number (typically mapped to SKU in Pipedrive)
  • Product Group
4

Save your mappings

After setting your preferred mappings, click Save Mappings to apply your changes.
Got unique integration needs? Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes. Learn more about Advanced Integration Settings