ToolsDeals won, never billed
Which deals did you win but never bill?
For firms that win work in HubSpot and bill it in Xero. Drop your HubSpot deals export and your Xero invoices export together, and see the deals you marked won with no invoice of their own to that company since the day you won them. Every match is shown. It reads the two exports you already have, not your contracts, and it is not advice on what to bill.
Sample deals and invoices, to October 2026
A small Melbourne design studio’s HubSpot deals and Xero invoices, all made up for this demo
Check your own deals
Your files stay in this browser
Won in HubSpot since 1 July 2025, no invoice of their own in Xero
$34,500.00
Of the 90 deals you marked won in HubSpot since 1 July 2025, 6 have no invoice of their own to that company in Xero dated on or after the day they were won, $34,500.00 between the 5 with an amount, and the largest is Penhaligon Medical Centre’s $9,000.00, won on 7 October 2026.
90 deals won since 1 July 2025 = 84 with an invoice of their own + 6 without.
$34,500.00 = the amounts of the 5 deals with one in HubSpot, added up in the table below.
1 more won deal has no company in HubSpot, so it is not checked.
Your 6 won deals with no invoice of their own, largest first
| Dealand owner | Companyand its Xero contact | WonClose Date | Amountin HubSpot | After the wininvoices to the company |
|---|---|---|---|---|
| Penhaligon Medical Centre - Website copywritingHamish Ferreira | Penhaligon Medical Centrein Xero | 7 Oct 2026 | $9,000.00 | No invoice |
| Karalis Property Group - Discovery workshopHamish Ferreira | Karalis Property Groupin Xero | 12 Oct 2026 | $9,000.00 | No invoice |
| Nankervis Tiles - Email templatesTegan Okafor | Nankervis Tiles Pty Ltdin Xero | 6 Apr 2026 | $7,000.00 | INV-2068, 8 May 2026, not billedDraft, $7,700.00Email templates |
| Caddick & Dobrev Accountants - Social media templatesWill Szabo | Caddick & Dobrev Accountantsin Xero | 10 Apr 2026 | $7,000.00 | INV-2044, 10 Apr 2026, backs Caddick & Dobrev Accountants - Presentation design, won 6 Apr 2026Paid, $17,050.00Presentation designSocial media templates |
| Cardamone Wines - Email templatesWill Szabo | Cardamone Winesin Xero | 8 Sep 2026 | $2,500.00 | INV-2184, 8 Sep 2026, backs Cardamone Wines - Website and brand refresh, won 7 Sep 2026Paid, $15,950.00Website and brand refresh, 50% deposit |
| Iacono Cold Storage - Intranet refreshHamish Ferreira | Iacono Cold Storageno Xero contact by this name | 9 Sep 2026 | Noneno amount in HubSpot | No invoice |
| All 6 deals | $34,500.00the 5 with an amount added up |
Your 84 won deals with an invoice of their own, by the day won
| Dealand owner | Companyand its Xero contact | WonClose Date | Amountin HubSpot | The invoice that backs itthe first after the win |
|---|---|---|---|---|
| Cardamone Veterinary Clinic - Website rebuildWill Szabo | Cardamone Veterinary Clinicin Xero | 7 Jul 2025 | $28,000.00 | INV-1827, 11 Jul 2025Paid, $15,400.00Website rebuild, 50% deposit |
| Lombardi Property Group - Event brandingWill Szabo | Lombardi Property Groupin Xero | 14 Jul 2025 | $3,500.00 | INV-1831, 18 Jul 2025Paid, $1,925.00Event branding, 50% deposit |
| Kovacevic Wealth Advisers - Website auditHamish Ferreira | Kovacevic Wealth Advisersin Xero | 17 Jul 2025 | $3,000.00 | INV-2017, 10 Mar 2026Paid, $3,168.00Additional design and development hours, March 2026 |
| Kerslake Timber - Recruitment campaignHamish Ferreira | Kerslake Timberin Xero | 29 Jul 2025 | Noneno amount in HubSpot | INV-1835, 29 Jul 2025Paid, $12,375.00Recruitment campaign, 50% deposit |
| Kerslake Timber - Website design and buildWill Szabo | Kerslake Timberin Xero | 30 Jul 2025 | $16,000.00 | INV-1872, 3 Sep 2025Paid, $6,187.50Recruitment campaign, milestone 2 of 3 |
| Ferrier Builders - Recruitment campaignWill Szabo | Ferrier Buildersin Xero as FERRIER BUILDERS | 31 Jul 2025 | $34,000.00 | INV-1851, 7 Aug 2025Paid, $18,700.00Recruitment campaign, 50% deposit |
| Ashdown & O'Rourke - Social media templatesHamish Ferreira | Ashdown & O'Rourkein Xero | 4 Aug 2025 | $5,500.00 | INV-1866, 1 Sep 2025Paid, $7,700.00Paid media management, September 2025 |
| Caddick Training - Brand refreshWill Szabo | Caddick Trainingin Xero | 5 Aug 2025 | $2,500.00 | INV-1850, 7 Aug 2025Paid, $1,375.00Brand refresh, 50% deposit |
| Penhaligon Medical Centre - Landing pagesHamish Ferreira | Penhaligon Medical Centrein Xero | 11 Aug 2025 | $7,500.00 | INV-1893, 1 Oct 2025Paid, $8,250.00Landing pages |
| Bastable Coffee Roasters - Website auditTegan Okafor | Bastable Coffee Roastersin Xero | 11 Aug 2025 | $9,500.00 | INV-1852, 12 Aug 2025Paid, $5,225.00Website audit, 50% deposit |
| Szalai Landscapes - Customer portal buildTegan Okafor | Szalai Landscapesin Xero | 1 Sep 2025 | Noneno amount in HubSpot | INV-1873, 4 Sep 2025Paid, $28,187.50Customer portal build, 25% deposit |
| Rudd-Ellis & Mortlock - Intranet refreshHamish Ferreira | Rudd-Ellis & Mortlockin Xero as RUDD-ELLIS & MORTLOCK | 4 Sep 2025 | $27,500.00 | INV-1875, 9 Sep 2025Paid, $15,125.00Intranet refresh, 50% deposit |
| Eldridge Bakery - Website copywritingWill Szabo | Eldridge Bakeryin Xero | 16 Sep 2025 | $3,000.00 | INV-1878, 18 Sep 2025Paid, $3,300.00Website copywriting |
| Gosper & Mahony Accountants - Email templatesWill Szabo | Gosper & Mahony Accountantsin Xero as Gosper & Mahony accountants | 23 Sep 2025 | $9,500.00 | INV-1892, 1 Oct 2025Paid, $3,300.00SEO retainer, October 2025 |
| O'Rourke Fabrication - Accessibility reviewHamish Ferreira | O'Rourke Fabricationin Xero | 29 Sep 2025 | $8,500.00 | INV-1895, 1 Oct 2025Paid, $9,350.00Accessibility review |
| Oswald Brewing Co - Brochure designHamish Ferreira | Oswald Brewing Coin Xero | 30 Sep 2025 | $3,500.00 | INV-1928, 20 Nov 2025Paid, $3,850.00Brochure design |
| Ashdown & O'Rourke - Product launch campaignTegan Okafor | Ashdown & O'Rourkein Xero | 13 Oct 2025 | $26,000.00 | INV-1903, 15 Oct 2025Paid, $14,300.00Product launch campaign, 50% deposit |
| Polglase Roofing - Intranet refreshTegan Okafor | Polglase Roofingin Xero as Polglase Roofing Pty Ltd | 13 Oct 2025 | $14,500.00 | INV-1901, 14 Oct 2025Paid, $7,975.00Intranet refresh, 50% deposit |
| Lombardi Bakery - Brochure designTegan Okafor | Lombardi Bakeryin Xero | 14 Oct 2025 | $4,000.00 | INV-1917, 1 Nov 2025Paid, $3,575.00SEO retainer, November 2025 |
| Szalai Landscapes - Brand identityWill Szabo | Szalai Landscapesin Xero | 16 Oct 2025 | $16,500.00 | INV-1904, 20 Oct 2025Paid, $9,075.00Brand identity, 50% deposit |
| Fairweather Disability Services - Email templatesTegan Okafor | Fairweather Disability Servicesin Xero | 24 Oct 2025 | $6,500.00 | INV-1921, 1 Nov 2025Paid, $2,200.00SEO retainer, November 2025 |
| Karalis Foundation - Campaign launchWill Szabo | Karalis Foundation Ltdin Xero | 13 Nov 2025 | $33,500.00 | INV-1925, 13 Nov 2025Paid, $18,425.00Campaign launch, 50% deposit |
| Lennox & Ashdown Lawyers - Website and CRM integrationHamish Ferreira | Lennox & Ashdown Lawyersin Xero | 26 Nov 2025 | $117,500.00 | INV-1939, 1 Dec 2025Paid, $32,312.50Website and CRM integration, 25% deposit |
| Cardamone Veterinary Clinic - Website rebuildTegan Okafor | Cardamone Veterinary Clinicin Xero | 27 Nov 2025 | $34,000.00 | INV-1945, 2 Dec 2025Paid, $18,700.00Website rebuild, 50% deposit |
| Fairweather Disability Services - Member portal buildWill Szabo | Fairweather Disability Servicesin Xero | 4 Dec 2025 | $52,500.00 | INV-1949, 9 Dec 2025Paid, $14,437.50Member portal build, 25% deposit |
| All 84 deals | $1,687,500.00the 74 with an amount added up |
Won companies with no Xero contact of the same name
- Iacono Cold Storage
- Xuereb Conveyancing
Xero contacts billed since 1 July 2025 with no won company of the same name
- Brennock Optometry Pty Ltd
- Cuthbertson Optometry Pty Ltd
- Hosking Plumbing Pty Ltd
- Ivimey Builders
- Jarratt Dental Pty Ltd
- Quinlivan Fabrication Pty Ltd
- The Trustee for the Iacono Family Trust
What this counts
- A deal counts as won when HubSpot marks it Closed Won, on the day of its Close Date. HubSpot sets that date when a deal moves to won, and anyone can change it.
- Each invoice backs one deal. For each company, the oldest win takes the first invoice dated on or after it, and the next win the next invoice. An invoice that billed two deals at once backs only one of them, so check those by eye.
- Billed means a sales invoice that is Awaiting Payment or Paid. A draft, or one awaiting approval, is shown beside the deal but does not count. Voided invoices and credit notes back nothing.
- A company matches a Xero contact when the names are the same the way ASIC tests two company names, ignoring capitals, spaces, punctuation and an ending such as Pty Ltd, with “&” read as “and”. So “Harrow Signs” matches “Harrow Signs Pty. Ltd.”, but a trading name never matches the owner’s legal name, and the names that match nothing are listed.
- The amount is the deal’s Amount in HubSpot, not what was invoiced, and an invoice of any size counts as billing the deal.
- Deals count from the oldest invoice in your Xero file, 1 July 2025.
- This is a list from your two exports, not a judgement on which deals should have been billed. Some may have been dropped, or done for free.
Also in your files
- Your Xero file holds sales invoices from 1 July 2025 to 20 October 2026.
- 33 deals were won before 1 July 2025, before your Xero invoices start, so they are not checked and take no invoice.
- 320 open deals and 211 lost deals are not counted.
- 3 credit notes back nothing.
- 3 invoices with the status “Voided” back nothing.
In HubSpot, go to CRM, then Deals, and open All deals. Click Export and pick CSV, then click Customize and pick All properties and associations on records. HubSpot emails you a link to the file. In Xero, go to Business, then Invoices, and open the All tab. Show the most invoices on a page, tick the box at the top to select them all, then click Export. Xero exports up to 500 invoices at a time, so for more history export the older ones too and drop the files together.
No exports to hand? Download our sheets for the HubSpot deals and the Xero invoices to try it, or use them as templates. Swap our made-up rows for yours and drop them back in.
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