> ## Documentation Index
> Fetch the complete documentation index at: https://docs.cloudify.biz/llms.txt
> Use this file to discover all available pages before exploring further.

# Product Search Rules

> Define how products from Pipedrive are matched with items in Xero, enabling field-based matching or direct connection for accurate product syncing and invoicing.

Product Sync Rules define how products from Pipedrive are matched with products in Xero, enabling simple field-based matching or a direct connection without searching  ensuring accurate product syncing and invoicing.

***

## Simple Search

Use this feature to match products between Pipedrive and Xero by correlating a specific field, such as Product Code in Pipedrive and Item Code in Xero. This is particularly useful for users who have long product lists.

Choose the corresponding fields in Pipedrive and Xero for automatic identification from the respective dropdowns.

<Frame>
  <img className="hidden dark:block" src="https://framerusercontent.com/images/A0kbVmqsNGnx9gnze28mTFIicQ.png" alt="Simple Search — match products between Pipedrive and Xero using a specific field" />

  <img className="dark:hidden" src="https://mintcdn.com/cloudify-c7720744/A6A_8yNHChdsPV-l/images/Screenshot2026-03-18015301.png?fit=max&auto=format&n=A6A_8yNHChdsPV-l&q=85&s=24126c58a3b57bf59e1f72aadf44cf09" alt="Simple Search — match products between Pipedrive and Xero using a specific field" width="718" height="554" data-path="images/Screenshot2026-03-18015301.png" />
</Frame>

***

## Direct Link

Select this method to link specific products one-to-one between Pipedrive and Xero directly. This option is particularly beneficial when the product count is low, allowing for precise, manual matching of each product.

<Frame>
  <img className="hidden dark:block" src="https://framerusercontent.com/images/tO2HN6EsX40A6bd4reqGHZPYVhc.png" alt="Direct Link — manually match Pipedrive products to Xero items one-to-one" />

  <img className="dark:hidden" src="https://mintcdn.com/cloudify-c7720744/A6A_8yNHChdsPV-l/images/Screenshot2026-03-18015347.png?fit=max&auto=format&n=A6A_8yNHChdsPV-l&q=85&s=084001a9651163a6bbfb059d2e99b4c5" alt="Direct Link — manually match Pipedrive products to Xero items one-to-one" width="570" height="325" data-path="images/Screenshot2026-03-18015347.png" />
</Frame>

***

## Advanced Settings

These settings apply when a product is not found during the search. Choose one of the three fallback options below:

<Accordion title="Skip Invoice Generation">
  Select this option if you prefer **not** to create an invoice when a product isn't found in Xero.

  <Frame>
    <img className="hidden dark:block" src="https://framerusercontent.com/images/ombqKXdHYNf7hRmqFfROzD4nU0.png" alt="Skip Invoice Generation when a product is not found in Xero" />

    <img className="dark:hidden" src="https://mintcdn.com/cloudify-c7720744/A6A_8yNHChdsPV-l/images/Screenshot2026-03-18015448.png?fit=max&auto=format&n=A6A_8yNHChdsPV-l&q=85&s=4c092dd9c63cdc45248e4be0f2912327" alt="Skip Invoice Generation when a product is not found in Xero" width="673" height="664" data-path="images/Screenshot2026-03-18015448.png" />
  </Frame>
</Accordion>

<Accordion title="Use a Default Item">
  When an item is not found in Xero, a default item from Xero will be used to generate the invoice. If you select this option, you must specify a default product from your Xero item list.

  <Frame>
    <img className="hidden dark:block" src="https://framerusercontent.com/images/ldAenqM416I9JoPFCCxm1A7GI.png" alt="Use a Default Item from Xero when no matching product is found" />

    <img className="dark:hidden" src="https://mintcdn.com/cloudify-c7720744/A6A_8yNHChdsPV-l/images/Screenshot2026-03-18015539.png?fit=max&auto=format&n=A6A_8yNHChdsPV-l&q=85&s=94469858dea1968d006e9f2f8416c264" alt="Use a Default Item from Xero when no matching product is found" width="631" height="817" data-path="images/Screenshot2026-03-18015539.png" />
  </Frame>
</Accordion>

<Accordion title="Create a New Item in Xero">
  This option automatically generates a new product entry in Xero when a matching item isn't found, using product details from Pipedrive.

  <Frame>
    <img className="hidden dark:block" src="https://framerusercontent.com/images/bVKr4uxJgla4qy6TAXw9EP0aj1I.png" alt="Create a new item in Xero when no matching product is found" />

    <img className="dark:hidden" src="https://mintcdn.com/cloudify-c7720744/A6A_8yNHChdsPV-l/images/Screenshot2026-03-18015616.png?fit=max&auto=format&n=A6A_8yNHChdsPV-l&q=85&s=67fac4eacdca0548f2c163e0598d336e" alt="Create a new item in Xero when no matching product is found" width="736" height="555" data-path="images/Screenshot2026-03-18015616.png" />
  </Frame>
</Accordion>

***

## Sync Deals Without Associated Products

This option lets you create an invoice using just the deal value — useful if you don't use products in your Pipedrive deals. Check the checkbox and select a placeholder product to handle this scenario.

<Frame>
  <img className="hidden dark:block" src="https://framerusercontent.com/images/l07w96v4v8kmAqxeTy8R2ZCdZOI.png" alt="Enable syncing for deals that do not have products associated with them" />

  <img className="dark:hidden" src="https://mintcdn.com/cloudify-c7720744/A6A_8yNHChdsPV-l/images/Screenshot2026-03-18015657.png?fit=max&auto=format&n=A6A_8yNHChdsPV-l&q=85&s=aa58582b589f8ca63a7170b84e6afafb" alt="Enable syncing for deals that do not have products associated with them" width="748" height="623" data-path="images/Screenshot2026-03-18015657.png" />
</Frame>

***

## Streamline Your Deal Discounting

Select an item from Xero to reflect discounts from Pipedrive deals. This selected item will appear as an overall discount line in the invoice or quote.

Once done, click **Save**. Your installation is now complete.

<Frame>
  <img className="hidden dark:block" src="https://framerusercontent.com/images/zijGIwEMoJpDVoT8krEJbrNBpk.png" alt="Select a Xero item for deal discounts and click Finish to complete installation" />

  <img className="dark:hidden" src="https://mintcdn.com/cloudify-c7720744/A6A_8yNHChdsPV-l/images/Screenshot2026-03-18015742-1.png?fit=max&auto=format&n=A6A_8yNHChdsPV-l&q=85&s=19bed87c90c47e8bea50da6302dd7fad" alt="Select a Xero item for deal discounts and click Finish to complete installation" width="700" height="733" data-path="images/Screenshot2026-03-18015742-1.png" />
</Frame>

***

<Tip>
  **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](https://custom.cloudify.biz/)
</Tip>

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