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  • Is it possible to match and update a HubSpot ticket with a new payment received in Xero?
Question

Is it possible to match and update a HubSpot ticket with a new payment received in Xero?

  • 24 May 2023
  • 7 replies
  • 85 views
DDL_Matt

Hello everyone,

 

I hope you can help. I’ve been trying to create a zap for quite some time now but I can’t seem to get the expected results.

 

We’re trying to save time for our team in checking if the payment has been made for a particular invoice. What we would like to achieve is when a new payment is reflected in our Xero account, Zapier will then grab the reference number and look for a HubSpot ticket property that matches this. Next, Zapier will then update another ticket property inside that same ticket with a simple “Yes”. (inside a dropdown list).

 

Is this possible? If yes, I’d really appreciate it if you could show me how or if you know a related article or post about this. 

 

Thank you!

 
This post has been closed for comments. Please create a new post if you need help or have a question about this topic.

7 replies

ken.a
Userlevel 7
Badge +6

Hi there @DDL_Matt,

Welcome to the Community! 🎉

Before we dig deeper into this, would you mind sharing a detailed screenshot with how your Zap is configured? Especially, the “Action” section of the action steps. Please don't include personal information in the screenshot, or be sure blur out any personal information.

Thanks! 😊

DDL_Matt

Hello @ken.a,

Thanks for looking into this.

Sure, please see attached files. Zapier 2.1 is on the same step. It just has a lot of properties showing and that’s why I just didn’t include them. 

 

Cheers!

 
3 Attachments
ken.a
Userlevel 7
Badge +6

Hi @DDL_Matt,

Thanks for the screenshot!

I did some digging into this, and it seems like you've already been in touch with our Support team in the past. They provided the following response:

 looked at the Zap, and the Ticket Id field isn't always filled with values which makes it unreliable for the Zap. What you do here is to replace the Ticket ID with the ID from Step 2 Find Ticket in HubSpot action:
 

(Click here to view larger image)
 
Since the ID (512) used in the setup is a fallback value meaning it does not exist in HubSpot and was only there for setup purposes, please expect that the test within the Zap will fail which is okay. When that happens, please skip the test and switch on the Zap anyway. Once done, please continue to observe the new Zap runs that comes in and let me know if the error still shows up.

Have you had the chance to give the suggestion from one of our Support Specialists a shot? Please keep us posted! 😊

DDL_Matt

Hello @ken.a,

 

I tried this and it still came back with an error. Please see screenshot below:

Is there any way we can jump to a call where we can share screen?

 

Thanks!

 
ken.a
Userlevel 7
Badge +6

Hi there @DDL_Matt,

I took a look at the screenshot you shared, and it appears that there are curly braces ({{...}}) around entries in the Data In of the action. This usually indicates that a field is mapped in the Zap Editor, but during the live run of the Zap, the required data was not received from a previous step. More about this here: https://help.zapier.com/hc/en-us/articles/8496199667981-Zap-trigger-isn-t-sending-data#2-check-if-your-mapped-fields-are-pulling-empty-values-0-1

To troubleshoot this, could you please create a new payment in Xero and make sure to fill out the "Reference" field in Xero? After that, go to the trigger step of your Zap and load in a new sample data. Then, use that new sample data to test the second HubSpot step again.

This should help ensure that all the necessary data is properly flowing through the Zap.

Please keep us posted! 😊

DDL_Matt

Hello @ken.a,

 

Yes, we have been making sure the Reference part during the payment is filled out. What’s strange is that Zapier doesn’t detect this.

Please see screenshot of the payment details below:

 

Thank you!

 
ken.a
Userlevel 7
Badge +6

Hi there @DDL_Matt,

I'm really sorry, but I've tried all the solutions I could think of for your issue. I'm afraid I wasn't able to resolve it this time, and I truly apologize for that.

However, our dedicated Support team is just the right group to help you out. They have the tools to take a closer look at your Zap and its logs, and they'll be able to figure out what's going wrong.

You can reach out to them directly by visiting this link: https://zapier.com/app/get-help

Thank you so much for your patience and understanding.

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