Best CRM Tool for Xero: Effortless Integration, Better Business Insights
Looking for a CRM that works seamlessly with Xero? We’ve handpicked the best options that not only sync with your accounting data but also help you manage sales and relationships with greater efficiency. Spend less time on manual tasks and more on growing your business with the right software solutions.
The Software we're exploring in this article are:
- Capsule CRM
- Insightly
- Hubspot CRM
- Prospect CRM
Information on this page
- Why CRM Integration with Xero is Important for Wholesalers, Distributors & Manufacturers
- How to Choose the Best CRM for Xero
- CRM Systems for Xero at a Glance
- How Prospect CRM Helps Overcome Challenges with Xero Integration
- Real Customer Experiences: Why Prospect is the Best CRM for Xero
- Blogs & Resources
Why CRM Integration with Xero is Important for Wholesalers, Distributors & Manufacturers
In the fast-paced world of B2B sales, integrating Xero with a CRM system can transform how your teams collaborate and operate. Syncing customer, sales, and financial data in real-time means no more switching between systems or re-entering information. Your sales and finance teams get a complete, accurate picture of your operations, allowing them to close deals faster and keep invoicing consistent. It’s about making every interaction count and cutting down on the busywork that slows you down.
Accounting teams can quickly assess a customer’s financial standing, while sales reps can see the potential for new orders and sales pipeline growth. This collaboration helps businesses stay agile, adapt faster to customer needs, and keep cash flow healthy. For wholesalers, distributors, and manufacturers, the result of integrating Xero with CRM is ultimately a stronger bottom line that supports sustainable growth and enhances internal communication.
How to Choose the Best CRM for Xero
When selecting the best CRM that works with Xero, you should ensure that it’s more than just a contact management tool – it should become a valuable extension of your workflow.
Key factors to consider:
- User Reviews: Get insights from real users to understand performance and satisfaction.
- Features: Ensure the CRM has tools that match your business processes (e.g. advanced reporting, pipeline management, and quoting capabilities).
- Two-Way Sync: Look for seamless integration with Xero to keep data in sync.
- Ease of Use: Choose a system that’s intuitive and easy for your team to learn.
- Support & Updates: Select a CRM with responsive support and regular updates.
- Price: Consider the value and scalability the CRM offers as your business grows.
CRM Pricing Models
Here's an overview of the most common CRM pricing models:
- Per User Pricing – A fixed cost per user, per month.
- Tiered Pricing – Features are grouped into tiers, with advanced tools in higher-priced plans.
- Modular Pricing – A flexible model where businesses pay for a base CRM and add optional features as needed.
- Flat-Rate Pricing – A single fee covering unlimited users and features.
How to Choose the Best CRM for Xero
Prospect CRM
Average Customer Rating on the Xero App Store
4.8-star rating
This stock-aware CRM has become a top choice for businesses looking for a smart, user-friendly CRM that works seamlessly with Xero. It boasts an impressive 4.8-star rating on the Xero App Store, based on a range of up-to-date user reviews from businesses actively using the platform.
Why is Prospect CRM the best CRM Solution for Xero Users
User reviews commonly highlight Prospect CRM for its range of features and intuitive interface, making it accessible for businesses to manage customer information and financial data. The two-way sync with Xero allows updates made in either system to be reflected in the other, maintaining data consistency across platforms.
“We have just started actively using Prospect CRM and are really impressed by the features and very user-friendly functions. I also love how it integrates with Xero meaning that we have one source of information and not replicates in many systems. Overall, very impressed and highly recommend it.”
Key Features
Prospect CRM is also noted as a #1 Stock-Aware CRM for wholesalers, distributors, and manufacturers. Its tailored features cater specifically to the challenges of B2B product sellers, such as inventory management, bulk orders, and complex product catalogues.
The CRM offers a 14-day free trial – no credit card required for setup – which gives businesses an opportunity to explore its full Xero integration.
Capsule CRM
Average Customer Rating on the Xero App Store
4.6-star rating
Capsule CRM comes just below Prospect with its 4.6-star rating. The reviews are up to date and highlight the CRM’s ease of use, but also point out issues with the reliability of its Xero integration. Data often doesn’t sync correctly, which means users sometimes need to manually update information. Additionally, users mention that you can’t view quotes within Capsule, requiring them to drill down into Xero to access this information.
Key Features & Use Cases for Capsule CRM
“As a CRM programme, Capsule is a good one, it has many great functions and is easy to use. However, there are too many glitches with Xero and Capsule - for example if you change a delivery address in Capsule it doesn't always change in Xero.”
Capsule CRM offers a 14-day free trial, fully integrated with Xero, giving businesses the opportunity to test the system before committing. This integration may work well for smaller businesses with a limited customer base or product catalogue, where occasional manual updates don’t disrupt daily workflows. However, for businesses aiming for rapid growth, the system may not scale well.
Insightly
Average Customer Rating on the Xero App Store
4.5-star rating
Insightly’s CRM integration with Xero has earned a 4.5-star rating, but recent user reviews (the latest being from 2021) suggests that the system may not be the best fit for those seeking seamless integration.
Key Features & Use Cases for Insightly
While the interface is complimented by users for its clean, structured design – making it easier to organise data – many users have highlighted the integration’s biggest flaw: unreliable syncing. There’s no automatic sync between Insightly and Xero, so users are left manually linking contacts, which can quickly become a tedious and time-consuming process.
“I used to use it all the time and the link was reliable when updating details of clients. Then it stopped working, then sometimes it would say it was working, and then it did work, and then it didn't work again. Contacted Insightly and they did not seem to know much about the app. It had very limited functionality anyway so I ditched it.”
Users have also reported that, when issues arise, they have received a lack of adequate support. While the platform still has its supporters, particularly for its data organisation features, the absence of smooth, automatic syncing and responsive customer service makes it a less-than-ideal solution for Xero users looking for an efficient CRM integration.
Hubspot CRM
Average Customer Rating on the Xero App Store
3.8-star rating
The HubSpot CRM and Xero integration, with a 3.8-star rating in the Xero App Store, offers basic features like contact syncing and invoicing. However, recent reviews highlight significant flaws, particularly the one-way sync that means quotes created in HubSpot cannot be easily exported back into Xero for invoicing, adding extra manual steps to the process.
Key Features & Use Cases for Hubspot CRM
Users also note that managing customer data isn’t as seamless as it could be. Instead of handling everything within HubSpot, you’re required to manage customer information in Xero, which some reviewers say reduces the CRM’s usability.
“Cannot export quotes generated in HubSpot back into Xero to turn into POs or Invoices, yet the products used are exported from Xero, it's a one-way link.”
For businesses looking to scale, the integration’s basic features may not be sufficient. As many recent reviews suggest, companies may need a more flexible and robust solution to meet their long-term needs.
How Prospect CRM Helps Overcome Challenges with Xero Integration
Unlock Customer Insights with Xero-Driven Data
Prospect CRM integrates directly with Xero, allowing your team to instantly access key customer and financial information in one place. This connection makes seeing what products customer have bought in the past simple, and helps you identify what they’re likely to need next. With this data at their fingertips, your sales team can reach out with timely, relevant product suggestions, ensuring promotions are tailored to each customer’s history and needs.
Turn Quotes into Orders with a Single Click
With Prospect CRM, creating and managing quotes is no longer a cumbersome process. The integration with Xero means you can generate accurate quotes, pulling in up-to-date product information and pricing. Once a customer approves a quote, your team can confirm the order with just a single click, sending all the details directly into your accounting software. This removes the need for redundant data entry and speeds up the entire sales cycle, ensuring your team spends more time closing deals.
Always Have the Latest Data, Instantly
Real-time syncing between Xero and Prospect CRM means your financial and customer data are always aligned. Any updatesd – whether a payment is made, an order changes, or new information is added – are immediately reflected in both systems. No matter where your team is working, they have access to the most current data available, preventing costly mistakes that come from outdated information.
Keep Every Interaction in One Place
Prospect CRM takes the complexity out of client communication by centralising every customer interaction alongside their financial records. With Xero integration, your team has immediate access to not only a customer’s purchasing history but also any notes, emails, or support tickets linked to that account. This gives your team a comprehensive view of every client so it’s easier to tailor conversation with quick responses and offer a personalised service throughout the sales cycle.
Real Customer Experiences: Why Prospect is the Best CRM for Xero
“As a small business that’s growing really fast, using apps like Prospect and Xero have allowed us lots of flexibility to change our business and grow”
Dennis Kelleher, CEO, Good Culture Kombucha
Reviews from Xero App Store
“If you want a CRM to integrate with Xero and a stock management system, Prospect should be top of the list.”
“We’ve been using Prospect CRM for a few months – it works brilliantly with Xero (as well as other apps) – the hookup was quick and easy, and we’re already reaping the benefits.”
“We can’t recommend the CRM or the team at Prospect highly enough. Outstanding support throughout the entire setup process. We are really impressed with that Prospect CRM can offer us as a small business with improving our customer relationships and driving sales.”
Prospect CRM Software Blogs & Resources
Why Integrating CRM & Accounting Software is Essential for Small Business Growth
Why CRM Systems like Salesforce, Zoho, Insightly & Pipedrive don’t work for Wholesale, Distributor & Manufacturing Businesses
The Perfect Trilogy of Apps for Wholesalers, Distributors & Manufacturers
