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What AirCEO reads from HubSpot and Xero, and what it doesn't

This page is built from the same capability list the product checks before Ask Alex answers a question. When that list changes, this page changes with it.

How to read this page

Stored means the regular sync copies the data into your workspace. Read live means Ask Alex fetches it from Xero while answering a question; the sync does not copy it. Live reads marked pilot only are switched on only for allow-listed pilot users.

AirCEO asks HubSpot and Xero for read-only access. It does not create, change, or delete records in either system. Sales data comes only from HubSpot and accounting data comes only from Xero, so each section below lists only what that system provides.

Amounts are kept in their original currency. Supported currencies are AUD, USD, SGD, and EUR. AirCEO does not convert between them. One pilot feature adds up bank figures that Xero has already converted; it is listed under Xero below.

HubSpot

Stored by every sync

  • Deals

    Deals are imported with amounts, current stages, close dates, pipeline IDs, owners, forecast categories, and stage probabilities. Forecast amounts are not imported. A deal in a currency other than AUD, USD, SGD, or EUR stops the remaining deals in that sync from being imported.

  • Contacts

    Contacts are imported with stable HubSpot IDs.

  • Companies

    Companies are imported with stable HubSpot IDs.

  • Pipelines and stages

    Deal pipeline stages, stage order, probabilities, and closed status are imported. A closed stage with a probability of 1 is treated as won.

  • Deal change history

    Change history is imported with HubSpot timestamps for eight deal properties: amount, close date, currency, stage, stage probability, forecast category, owner, and pipeline.

  • Source record IDs

    Imported CRM records retain their HubSpot record IDs.

  • Saved versions of records

    A snapshot is saved whenever a deal, contact, company, or pipeline stage changes. AirCEO's code never edits snapshots, but the database does not lock them. A pipeline stage that disappears gets no deletion snapshot.

Partly stored

  • Deal owners

    Owner names and emails come from the first page of HubSpot owners, read during each sync and attached to deals. Later pages and deactivated owners are not read, so their deals keep an owner ID without a name. Owner changes on each deal are kept in deal history; there is no separate owner record.

  • Currency of each record

    Deal currency is stored for AUD, USD, SGD, and EUR, and left empty when HubSpot has none. Any other currency stops the deal import. Ask Alex refuses to total deals with missing or mixed currencies.

  • Spotting deleted records

    Full syncs, which normally run only on first connection, mark deals, contacts, and companies missing from HubSpot as deleted, one record type at a time. Regular incremental syncs do not detect deletions. Pipeline stages that disappear are retired on every sync.

  • Replaying earlier versions

    Snapshots are kept, but an automated replay runner has not been built.

Not stored

  • Products and line items

    Deal products and line items are not imported.

  • Calls, meetings, emails, and notes

    Calls, meetings, emails, notes, and other CRM activities are not imported.

  • Currency conversion

    AirCEO does not convert HubSpot amounts between currencies.

  • Links back to the source record

    Receipts retain source IDs but do not yet open the matching HubSpot record.

Xero

Stored by every sync

  • Organisation and base currency

    The connected Xero organisation and its base currency are imported.

  • Customers

    Xero contacts are imported and customer status is preserved.

  • Suppliers

    Xero supplier contacts and their stable source identities are imported.

  • Sales invoices

    Accounts-receivable invoices and their current source states are imported.

  • Customer payments

    Accounts-receivable payments are imported with the invoice each payment was applied to. Overpayment and prepayment allocations are not imported.

  • Sales credit notes

    Accounts-receivable credit notes and allocations are imported.

  • Customer refunds

    Refunds of customer credit notes, overpayments, and prepayments are imported as refund payments. The overpayment and prepayment records themselves are not imported.

  • Supplier bills

    Accounts-payable bills and their current source states are imported.

  • Supplier payments

    Supplier payments and supplier refunds are imported separately from customer cash.

  • Supplier credit notes

    Accounts-payable credit notes and allocations are imported.

  • Source record IDs

    Imported accounting records retain their Xero record IDs.

  • Saved versions of records

    A snapshot is saved whenever a contact, sales invoice, supplier bill, credit note, or payment is new or changes. AirCEO's code never edits snapshots, but the database does not lock them, and disconnecting Xero deletes them.

Partly stored

  • Bank transactions

    The sync stores only the Spend Money transactions that are linked to a customer's costs. The full bank ledger and bank feed lines are not imported.

  • Currency of each record

    Transaction currency is stored for AUD, USD, SGD, and EUR. A record without a currency takes the organisation's base currency. Any other currency stops that sync step. AirCEO's accounting calculations refuse to total mixed currencies.

  • Spotting deleted records

    Full syncs, which normally run only on first connection, mark records missing from Xero as deleted, one record type at a time. Records that Xero reports as deleted or archived are flagged on every sync.

  • Replaying earlier versions

    Snapshots are kept, but an automated replay runner has not been built.

Not stored

  • Bank balances

    Bank account balances are not stored by the sync.

  • Chart of accounts

    The chart of accounts is not stored by the sync.

  • Journals

    Manual and system journals are not imported.

  • Financial statements

    Financial statements are not stored by the sync. Balance sheet and cash-flow statements are never read.

  • Tracking categories

    Xero tracking categories such as department, region, or project are not imported.

  • More than one organisation

    One Xero organisation is supported per workspace; consolidation is not implemented.

  • Currency conversion

    AirCEO does not convert or consolidate transactions between currencies.

  • Links back to the source record

    Receipts retain source IDs but do not yet open the matching Xero record.

Read live by Ask Alex, not stored

  • Bank balances Pilot only

    Ask Alex reads Xero's Bank Summary report, including opening and closing balances and money received and spent, when answering a question or running an agent.

  • Bank transactions Every workspace

    When the Xero connection allows it, Ask Alex searches authorised Spend Money transactions in the selected dates while investigating a payroll question.

  • Chart of accounts Every workspace

    When the Xero connection allows it, Ask Alex reads the account list to find wage accounts while investigating a payroll question.

  • Chart of accounts Pilot only

    Ask Alex uses the account list to classify report lines.

  • Financial statements Every workspace

    When the Xero connection allows it, Ask Alex reads the Profit and Loss report for wage-related lines while investigating a payroll question.

  • Financial statements Pilot only

    Ask Alex reads the Profit and Loss report to answer expense, overhead, and payroll expense questions.

  • Currency conversion Pilot only

    Bank Summary figures that Xero has already converted to the base currency can be added together across bank accounts.