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Sending Your Data from SyncHive to an External System

To send data from SyncHive to an external system, we use what’s called an outbound integration. In simple terms, this is how SyncHive delivers your data, like a customer or sales order, to other applications such as Xero.

Outbound integration consists of:

  • A Connector, which enables SyncHive to communicate with an external system
  • An Integration that belongs to a Connector and sends data (like a customer or sales order) to the external system

A Real-World Example: HubSpot to Xero​

Let’s walk through an example: A customer order is created in HubSpot and ends up in Xero as both:

  • A new or updated Customer record
  • An Invoice, generated in Xero using sales order data sent from SyncHive

This assumes you’ve already completed the steps in “Sending Your Data to SyncHive” and have HubSpot configured as your inbound integration. This guide focuses on the outbound side: getting the data to Xero.

How Data Moves Out of SyncHive​

The diagram below illustrates how a single HubSpot order becomes two distinct records in Xero. In SyncHive terms:

  • The SalesOrder shape represents the customer order
  • The Customer and SalesOrder shapes are then sent to Xero

Two Ways to Send Data Out of SyncHive​

There are two ways to send data to an external system. In most cases, the first approach is recommended.

  1. Trigger via inbound data
    When new or updated data comes into SyncHive (e.g. from HubSpot), it can automatically trigger outbound flows to Xero.

  2. Bulk publish
    Manually send a batch of data from SyncHive to the external system. This is typically used to seed a new system with data.
    Learn more about bulk publishing →

Step-by-Step: Sending Data from HubSpot to Xero​

Step 1: Set Up the Xero Connector​

  1. Navigate to Integrate → Connectors
  2. Click Add Connector
  3. Select Xero and follow the prompts

For this scenario:

  • Add the following shapes: SalesOrder and Customer
  • Set Inbound Status to Disabled for both
  • Set Outbound Status to Enabled

This ensures data only flows out of SyncHive to Xero.

Step 2: Set Up the Xero Integration​

  1. Navigate to Integrate → Integrations
  2. Click Add Integration
  3. Choose the Xero Connector you added

During setup:

  • Enable the SalesOrder and Customer shapes
  • Set Inbound Status to Disabled
  • Set Outbound Status to Enabled

This configuration activates the shapes for outbound sync to Xero.

Step 3: Trigger a Data Change in HubSpot​

To send data through SyncHive:

  • Log in to HubSpot
  • Create or update a customer order

This change flows into SyncHive as a SalesOrder, triggering the outbound integration to send data to Xero as:

  • A Customer record
  • A SalesOrder, which Xero uses to create an Invoice

Step 4: Confirm Data in Xero​

To verify that the data was successfully sent:

  • Log in to Xero and confirm:

    • The new Customer appears
    • The Invoice has been created

If you'd like to take a closer look in SyncHive:

  • Go to Operate → Dashboard to view recent activity related to the integration
  • Go to Explore → SalesOrder or Explore → Customer to view the current data held in SyncHive

Troubleshooting​

If your data isn’t appearing in Xero or if something seems off, visit our Operations & Troubleshooting guide for help resolving common outbound integration issues.