Complete RevOps Setup Guide: Automate HubSpot, Xero & Asana/Monday

What CDOC Does

CDOC is a Revenue Operations automation that connects HubSpot, Xero, and Asana/Monday.com to ensure that revenue events automatically trigger operational execution.

CDOC focuses on one critical business flow:
When a contract is sent and the first payment is received, the deal is closed and delivery starts automatically.

Teams Stay in Sync

Sales, Finance, and Delivery aligned

No Manual Reconciliation

Eliminate manual deal updates

Real Revenue Projects

Projects created only when paid

OFFICIAL DEMO

Watch how a single contract sent triggers the entire revenue automation cycle

5:56

Complete Single (1) RevCycle™ in 5 minutes

HubSpot → Xero → Asana/Monday

1 1:40 Contract Sent

2 1:48 Invoice Created

3 3:17 Project Created

Real-time automation

No delays, no manual work

Zero errors

100% accurate data sync

20+ hours saved

Per week on average

🔐 HubSpot Users, Permissions, and Multi-User Scenarios

How CDOC Works with Multiple HubSpot Users

CDOC is designed to work at the HubSpot account (portal) level, not at the individual user level.

1

HubSpot Account / Portal

• Primary context for CDOC
• Single HubSpot account (Portal ID)
• Contains multiple users (Sales, Finance, Admin)
• All deals, stages, and webhooks operate here

CDOC connects at this level

2

HubSpot Users

• Individual logins and permissions
• Can create, update, or move deals
• All actions occur within same portal
• User identity doesn't change deal context

Automatically supported

🔑 What Happens During OAuth Connection

When installing CDOC via the HubSpot App Marketplace, the installer selects a HubSpot account (portal) on the OAuth consent screen. CDOC receives an access token scoped to that portal, which applies to all deals and users within that account.

✅ Multi-User Scenarios That Are Fully Supported

A HubSpot account with multiple Sales users creating deals

Finance users managing invoices and payments

Ops or Admin users adjusting deal stages

Any user moving a deal to Contract Sent

Important: As long as all users operate within the same HubSpot account (portal), CDOC will automatically process all relevant deal events. No extra configuration is required.

⚠️ Scenarios Not Included by Default

CDOC does not automatically support connecting multiple HubSpot accounts (portals) to a single CDOC workspace.

Examples: One company managing multiple HubSpot portals, or one CDOC instance handling multiple independent HubSpot accounts.

📌 Current CDOC Architecture

1 HubSpot Account (Portal) ↔ 1 CDOC Workspace

This design ensures clear data isolation, strong security boundaries, and predictable automation behavior.

Supported Workflow

Contract Sent (HubSpot)

Deal reaches "Contract Sent" stage

Draft Invoice Created (Xero)

CDOC automatically creates invoice

Payment Received (Full or Partial)

First payment detected on invoice

Deal Updated to Closed Won (HubSpot)

HubSpot deal status automatically updated

Project Created (Asana or Monday.com)

Delivery project created automatically

This workflow is fully automated and event-driven.

Requirements Before Installation

Make sure you have:

A HubSpot account with deal stages enabled

A Xero organization with invoicing access

An Asana or Monday.com workspace

Admin access to all connected platforms

Install the App

1

Open the HubSpot App Marketplace

Navigate from your HubSpot account

2

Search for CDOC

Use search bar to find "CDOC"

3

Click Install app

Select your HubSpot account (portal)

4

Review requested permissions

Read & write deals

Read & write deal properties

5

Click Connect app

You will be redirected back to CDOC to continue configuration

Note: During OAuth installation, you're connecting your HubSpot account (portal), not an individual user. All users within this portal will be automatically supported.

Connect Services

Connect Xero

1

In CDOC, click Connect Xero

2

Select your Xero organization and authorize access

CDOC will now be able to:

• Create draft invoices
• Read invoice payment status

Connect Asana or Monday.com

2

On CDOC creation, choose between Asana (HAX) or Monday.com (HMX

2

Then, in CDOC, click Connect

3

Authorize your workspace and select one project template

CDOC uses a single, predefined project template to ensure consistency and reliability.

Configure the Automation

1

Contract Sent Trigger

Select the HubSpot deal stage used for Contract Sent. CDOC listens for this stage to initiate invoice creation.

Multi-user note: Any user moving a deal to this stage will trigger the automation.

2

Invoice Creation Rules

Draft invoices are created automatically in Xero. Line items and tax are generated based on deal data.

3

Payment Detection

CDOC continuously monitors Xero invoices. Both partial and full payments are supported. The first detected payment is treated as a revenue confirmation event.

How the Automation Works

Contract Sent creates a draft invoice in Xero

First payment detected triggers:

• Deal update to Closed Won in HubSpot
• Payment details recorded on the deal
• Automatic project creation in Asana or Monday.com

Additional payments do not create duplicate projects. CDOC uses checkpoint logic to prevent duplicate actions.

Using CDOC (Day-to-Day): No manual action required after setup. Sales teams work in HubSpot, Finance teams manage invoices in Xero, Delivery teams receive projects automatically.

🧠 Summary

CDOC connects to HubSpot accounts (portals), not individual users

All users within the same HubSpot account are automatically supported

Deal events triggered by any user are handled consistently

No additional setup is required for multi-user HubSpot accounts

Multiple HubSpot portals require separate CDOC workspaces

Single workflow promise:

Contract Sent Draft Invoice (Xero) Payment (partial/full) Closed Won (HubSpot) Project Created (Asana/Monday)

CDOC Setup Guide