Use Configure Report at the top of the Customers tab to select which account codes to include in any Customer page report. Go to Customers (Top Navigation Menu) > Select the report you wish to edit (Left Sidebar). Then use Configure Report (top right) > Accounts, to select the accounts you wish to include.  Note that if nothing is selected, al...

There are two options to eliminate intercompany accounts in ScaleXP.  The most common way to eliminate intercompany accounts is to move them into intercompany financial categories at the consolidated entity.    See How to consolidate intercompany accounts in ScaleXP .  However, if you prefer to keep accounts in their existing P&L and/or Balance ...

When using ScaleXP's Stripe integration with Xero, you are effectively replicating the Stripe Invoices in Xero.  When you do that, the invoices will be increasing your Accounts Receivable as a result. In order to reconcile these invoices against the Stripe payments, you can add your Stripe account as a Bank Account in Xero.  When the integration cre...

To hide all nominal accounts which have balances of zero, go to Settings cog (top bar, right side)> Organisation settings (left-hand sidebar), then turn on the toggle for hide accounts with 0 values as shown below....

To consolidate and eliminate intercompany accounts in ScaleXP, go to the parent (consolidation) company and identify all the intercompany accounts in Load Data (top bar)>Configure P&L, BS (left sidebar), then move to intercompany financial categories as described below.    Intercompany Profit and Loss accounts For Profit & Loss accounts, ...

To link the data from the Customers tab to Reports, Dashboards and Presentations, on the Customers page, select the report you wish to link (choose from list in left sidebar or create a new one), then use the three dots at the top right to select ‘Use numbers for reports & graphs’ .  (see screenshot below) You will then notice a little globe nex...

Who can do what using ScaleXP Invoicing - and how you can control access. At a glance One of the real advantages to using ScaleXP Invoicing is that users can create invoices without needing access to your accounting platform. Here are some key concepts which will help you understand how ScaleXP Invoicing permissions work: You do not need to set up u...

To add a new field, go to Load Data>Manual Entry (sidebar at the left)> + New metric (button, top right of page). In a consolidated company, manual entry must be done at the subsidiary level. Hint - Always hit "Enter" ("Return") on your keyboard after entering new fields or data. What can manual entry be used for? Capture data outside your acc...

If you wish to view invoices under multiple names as a single customer, it is easy to merge customers. To combine invoices being listed under different customer names, on the Customer tab, go to the cogs icon at the top right.  Then select 'Merge/Rename Customers.' Tick the boxes to the left of the customers you wish to merge. The last customer you ...

Repeating or recurring invoices, where you bill the customer the same thing every month, or every year, is a really common use-case for businesses using HubSpot. Whether you're a SaaS company billing a subscription, an agency billing a retainer, or anything else - if you're using Xero or QuickBooks Online, ScaleXP Invoicing makes it easy! How ScaleX...

Deposit invoices are essential if you need to bill a fixed or percentage amount upfront for your products and services. Luckily, ScaleXP Invoicing makes it really easy to quickly create deposit invoices for Xero or QuickBooks Online in HubSpot. How do Deposit Invoices work? When you use the Deposit feature, ScaleXP Invoicing will create two invoices...

One of the most powerful features of ScaleXP Invoicing is the data that gets sent back to HubSpot about your invoices. We do that using properties on your HubSpot deal. In this article, we'll walk you through how to find those properties, we'll point out the most useful ones and we'll show you how you can use them throughout your HubSpot account. Wh...

This video assumes you have already installed ScaleXP Invoicing and explains how to set it up from HubSpot. If your package does not yet include ScaleXP Invoicing, first contact support@scalexp.com to request access to this feature. If your package does include this feature already, first set up the connections using this ScaleXP Invoicing: Installa...

Installing ScaleXP Invoicing is easy and takes just 10 minutes to get set up. Once we've created your account, our easy onboarding flow lets you do it all yourself, in just a few easy steps. Before you start Before you start, you’ll need:•    A login to HubSpot with permissions to authorize apps•    A login to Xero or Quickbooks platform, with permi...

Automating your HubSpot deals based on invoice status can be incredibly powerful - this guide gives you all the info you need - but if you have any questions our team are happy to help you get set up - just book an onboarding call with us or email us! Big News! Soon, we're launching a workflow action to automatically create Xero invoices. What can y...

A tutorial on how to create your first QuickBooks invoice from HubSpot, using ScaleXP Invoicing. This video is ideal if you're just getting started with ScaleXP Invoicing, and is also a great resource to share  with your team to help them get trained up. For this video, we'll assume you've already got ScaleXP Invoicing installed and working, if not,...

When you're invoicing from HubSpot via ScaleXP, using your Xero or QuickBooks Online product library can save you loads of time by filling out key information automatically - this article will show you how to get set up! Introduction Products represent individual items for sale that your business offers. These can be physical products that you track...

This article walks through exactly how to set up your Products and services inside Xero, to make them easy to use inside ScaleXP Invoicing. Want to learn more about Products in ScaleXP Invoicing? Check out this guide first. Introduction This article will walk you through the steps of how to create and configure your Xero products for use with ScaleX...

A Contract is a ScaleXP created object that contains parameters about an individual agreement with a customer or subscription. Contracts house information like Contract Start Date, Contract End Date, Issued and Expected Invoices based on the term. Contracts can be created automatically using ScaleXP Invoicing For Hubspot. This takes the parameters o...

ScaleXP allows you to create "Contracts" which represent the entire invoice schedule for a contract with your customer. This allows you to project any contracted revenue from issued or future invoices within the contractual terms for the customer. Once a contract is created, either through automation using ScaleXP Invoicing for Hubspot, or manually ...

ScaleXP allows you to match issued invoices to Closed Won deals/opportunities. This provides accountability to help avoid revenue leakage and build out your list of Contracts and the resulting Renewals Schedule. These articles may help you: View/Manage your Renewals Schedule   View and Manage your Contracts   Invoice Matching is not necessary if you...

The Revenue by Type pie chart on the Financial Graphs Dashboard is populated from the groupings you created on Load Data, P&L Configuration. If you are missing revenue categories, create them by going to 'Load Data', 'Configure P&L', BS and then creating groups under the 'Total Revenue' category. See How to configure your P&L and Balance...

If you're moving to HubSpot or, just getting started with using HubSpot for invoicing - you'll want to know all about how to import past data - read on to find out how. ScaleXP Invoicing is the perfect solution for creating invoices from HubSpot, but what about invoices you created before? You might want to include these in reports, or keep track of...

Previously, you could only show data in reports and dashboards from the Global Default Customers Page report. If you wanted to point your reports to MRR, you wouldn't see your revenue from Revenue Recognition and Vice Versa. You can now choose which Customers Page you reference from each individual metric on a report or dashboard. That means you cou...

It's easy to change time periods and move data analysis between annual, quarterly, and monthly in ScaleXP. For annual, you have the choice of full year or year to date. To create a chart in quarters or years, go to Dashboards and select or create a chart with the data you want to show.  Then, on the existing chart, click on the three dots (top right...

Accounts, Products and Taxes are three of the most important parts to get right when creating Xero invoices in HubSpot. Find out about how to manage them with ScaleXP Invoicing and how you can save time by getting them filled in automatically. How ScaleXP Invoicing manages Xero accounts and tax rates Each time you load ScaleXP Invoicing, the app fet...

How does ScaleXP recognise back-dated revenue? For purposes of Revenue Recognition, MRR, and ARR reports, ScaleXP will always recognise revenue according to the indicated service Start Date and End Date. The invoice issue date is never taken into account for these types of reports. For purposes of IFRS / GAAP reporting as well as your suggested acco...

To rename detailed data in a chart or graph or report, rename it where it is stored in ScaleXP as described below. How do I rename data in a chart or graph or report?   For most data, you can rename the data series directly in the chart or report. For charts, go to Dashboards (top bar)> three dots (top right of the chart to be edited)>Configur...

When issuing Invoices where the revenue spans 2 or more months, the Revenue Recognition spread of revenue will be determined by the number of days in each month and the distributed value of those days. ScaleXP uses the number of days in each month to determine the value of each day. All months are equal, therefore, months with fewer days have higher...

If you're accessing Customers > Deferred Revenue Journal for the first time, you will be prompted to choose your deferred revenue account. If you need to change the deferred revenue balance sheet account after the initial setup, go to Settings (Top Navigation Menu) > Organisation settings (Left Sidebar)> Deferred Revenue accounts....

Click on the presentation to be edited. In the list of slides in the left sidebar, Click on the six dots at the left of the name of the slide to be moved. Drag and drop the slide in the left sidebar....

To change the date of reports and charts in a presentation, use the "Data for" date selector at the top right of the presentation and save using "Done". Go to Presentations>click on the presentation>select date....

Common causes for missing invoices are: The system has allocated the revenue outside the revenue recognition dates you are viewing The invoice was issued before the start date of your invoice data import The Customers page has been filtered to omit the nominal codes (GL Accounts) included on the invoice The Customer has been merged in ScaleXP so the...

Updating the churn assumption is super simple.   In the ‘Customers’ tab, click ‘Lost After’ and choose the most appropriate time period.   Selecting 3 months will show a customer as Lost after 3 months of no revenue.  All data on the ‘Customers’ tab will update when the assumption has been changed, making it easy to quickly assess the impact.  Once ...

In Presentations>Presentation Settings (cog at top right of any slide)>Enable page number Use the toggle to turn page numbering on or off....

  To create a new Dashboard, click on 'New Dashboard +' at the top of the left sidebar. Using the AI assistant, you can insert a text prompt like "Cash" or "I want my investor metrics". ScaleXP will then scour it's list of pre-defined metrics and select relevant items to include to your dashboard. You can give additional text prompts or click "Creat...

It is easy to see the full formula and calculation  in a graph.  Edit Tutorial T      ...

To see how many licenses are being used, go to 'Settings', 'Team Members.' The total number of people listed in 'Your team' is the number of licenses currently being used....

This article discusses how to generate accrued revenue suggestions automatically in ScaleXP for revenue recognition and answers the question - how does ScaleXP handle accrued revenue?  To set up and manage accrued revenue in ScaleXP, see this article: How automate accrued revenue journal posting, to add and release revenue accrual   Revenue is often...

See How can I add a new field for manual entry?  How can I add extra data and/or non financial data to ScaleXP?  and How do I update actuals for a manual entry field?   Once the field is created and data is entered, you can add it to any report for that entity or its parent company.  Go to Reports > Edit>Edit Rows (top right corner) and add a ...

If the figures on Dashboards do not match the reports on the Customers page for the same time period, it is likely one of the following: You have not selected the Customers page report selected for global reporting, with the globe icon next to it, so the filters are not the same. Your Customer page time period filters are excluding some invoices whi...

For best practice in quickly setting up ScaleXP prepaid expenses, we recommend setting up a new account as described in this article: Prepaid Expenses:  Best Practices and Quick Start Guide   If you prefer to continue using your existing account set ups and are comfortable reconciling differences between the old and new methodologies, then see the b...

If you need to change the balance sheet accounts used in prepayments, go to Journals (top tab)>Prepaid Expenses (any page)>cog (top right corner)>Prepaid expenses settings. This will bring you to the Prepayment Settings screen where you can select balance sheet accounts and the threshold for prepayments. For more information about setting u...

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You are most likely looking at an MRR view report rather than a revenue recognition view.  See Difference between Revenue Recognition and MRR .  In the accounting view, the system rounds to the nearest month for any contract value which is less than 10% of the days in the month.  This is because often contracts which are intended to be for a full mo...

To add your own logo or change the one that is in the system, go to Settings cog (top bar, right side)>Organisation settings (left sidebar)>+ Select logo.   For best results, select a transparent .png file to upload.  You can select any png, jpg, or jpeg file. Click and drag the sides of the image box to crop the image to include the desired a...

To view in full screen mode, go to Presentations, select the presentation, then use the arrow at the top right of the screen....

Here is a brief summary of how to include or exclude bills in Prepayments: For bills coded directly to expenses, use Bills Coded to P&L (left sidebar).  From here, use the +/- buttons to include or exclude bills.  You can do this either at supplier level (include or exclude all current and future bills from that supplier) or at the individual bi...

To download invoice detail from the Customer page, use the download icon>Download Excel with all invoice lines.   This shows reported deferred revenue or MRR values by month with detail by invoice line item and allows you to sort in Excel by: customer name invoice number invoice date invoice line item description line item amount account name and...

To upload an image into your Presentation. Go to Presentations (top bar)>  click on the presentation to edit . In the list at the left,  add a slide or click on the slide to be modified.   In order to add a new slide you can navigate to How to add a page to a presentation   Select Image within the chosen slide format. Select the file to upload. T...

ScaleXP has best in class SaaS metrics for consolidated companies. Viewing customer detail at a consolidated level To view and configure, start with Customers (top navigation bar) in parent company (top right) which provides information about customer numbers and revenue, including deferred revenue, MRR, customers lost, customers gained, reactivated...

A tutorial on how to create your first Xero invoice from HubSpot, using ScaleXP Invoicing. For this article, we'll assume you've already got ScaleXP Invoicing installed and working, if not, ScaleXP Invoicing: Installation Guide   Step 1: Start with a Deal Creating an invoice using ScaleXP Invoicing begins with a HubSpot deal. Make sure your deal has...

  One of the most powerful features of ScaleXP Invoicing is the data that gets sent back to HubSpot about your invoices. We do that using properties on your HubSpot deal. In this article, we'll walk you through how to find those properties, we'll point out the most useful ones and we'll show you how you can use them throughout your HubSpot account. ...

One of the most under-appreciated features of HubSpot is Data Sync - a suite of built-in apps which provide powerful, robust syncing of objects between HubSpot and a range of popular apps, including Xero! HubSpot’s data sync app is a great companion to ScaleXP Invoicing, allowing you to sync Contacts, Products and even limited invoice data between H...

This guide walks you through how to split a HubSpot quote or deal into multiple invoices. Whether that's as part of a payment plan, staged payments or if you need to bill a deposit - ScaleXP Invoicing makes it easy to create multiple invoices from a single deal. ScaleXP Invoicing has lots of different tools in order to make splitting invoices easy -...

ScaleXP Invoicing makes it easy to automate your deal stages based on the invoice status right inside your preferences, but if you need more complexity or your have multiple pipelines it's easy to set up a Workflow to automate this work Automating deals with a single pipeline During the set up process of ScaleXP Invoicing you'll be prompted to choos...

Making sure your contacts match up is essential to a successful integration between Xero and HubSpot. Read on to find out how you can manage contacts between the two platforms whilst keeping your data clean and accurate. Using ScaleXP Invoicing to create contacts The first option, which is the most popular, is to use ScaleXP Invoicing to search for ...

So you’re using ScaleXP Invoicing to help integrate your HubSpot CRM platform with your Xero accounting system, but you want to make sure you’re making the most of all the functionality. This guide walks you through a few best practices to make sure you’re making the most of everything that ScaleXP Invoicing has to offer. Linking Products between Hu...

There is no wrong answer. You can code to revenue or the balance sheet. There are considerations for both options. If you code to revenue, ScaleXP will know to journal the revenue to your default balance sheet account. On a monthly basis, you will write your journals to push a portion of the revenue to the balance sheet and then pull down from the b...

There is no wrong answer. You can code bills to expense accounts or the balance sheet. There are considerations for both options. If you code to expense accounts, ScaleXP will know to journal the revenue to your default balance sheet account if you only use 1. If you use multiple balance sheet accounts for prepayments, you'll need to map prepayment ...

ScaleXP can integrate with your CRM to bring in deal/opportunity data, allowing you to build a comprehensive list of Contracts, Renewals and a Revenue Forecast. Hubspot provides the most automation for these because we have ScaleXP Invoicing which allows you to issue your QuickBooks or Xero invoices directly from the deal which connects the invoice ...

To move an invoice from one deal to another, go to Contracts on the Customer tab. Find the customer with the invoice to be moved, then click the arrow next to the customer name. Click on the double arrow (right of the eye/view icon, before the invoice name) - see screenshot below.  This will open up a window to allow you to move the invoice to a dif...

To see detail behind the ScaleXP deferred revenue journal, use the "Download Journal Detail" report in Excel on the Deferred Revenue Journal page. For more information on the journal and where to find it, see Deferred Revenue Journal: How to write deferred revenue journals to Xero or QuickBooks   Where to find the detailed journal report You can acc...

This feature needs to be enabled to be visible - please contact support@scalexp.com if you can not see the Tracking Code option in your prepaid expense settings. To set up tracking codes or classes for inclusion in your prepaid costs journal, go to the Prepaid Cost Journal settings in Journals (top tab) > PREPAID EXPENSES > Prepaid Expenses Jo...

If, to change an invoice, you need to issue a credit note rather than void or change an invoice, follow these steps: 1. Issue the credit note in your accounting system 2. Issue a new invoice on the deal in HubSpot to replace the old one (the old one will show as "paid"). This can be done by duplicating the old invoice or clicking 'Autofill' everythi...

If you are using the ScaleXP deferred revenue journal and find that your balance sheet or revenue are not matching as expected, read more here. ScaleXP's deferred revenue journal page (Journals tab>Deferred Revenue) provides a comparison of both the expected revenue amounts (Section 7) and the expected vs accounting system balance sheet (Section ...

What is cohort analysis? Cohort analysis is a way of understanding customer behavior by groupingusers based on when they started using your product or service. Thesegroups, or “cohorts,” are then tracked over time to see how they perform. Why use cohort analysis in ScaleXP? ScaleXP makes cohort analysis not only powerful but incredibly easy. It’sful...

If your cohort chart doesn’t look right, don’t panic—it usually comes down tothe data feeding into the analysis.  ScaleXP’s cohort analysis is driven by your Customers tab and the filters you have applied.  Start by checking that the data in the Customers tab is complete andstructured the way you expect. This includes fields like the GL codes andTra...

Cohort Analysis in ScaleXP Cohort analysis helps you track customer behavior over time by grouping customersbased on when they started using your product or service. You can analyze retention,revenue growth, and customer value trends with just a few clicks.   How to add a new Cohort Analysis Navigate to Dashboards Click Add a Chart Select Cohort Use...

If you are having trouble signing in, please ensure that you are using the correct login credentials. If you have forgotten your password, you can reset it by following the password recovery process on the login page. If you continue to experience issues, please contact our customer support at support@scalexp.com for further assistance. We are here ...

At the top of the Customers Page and in your SaaS Metrics reports and Dashboards, ScaleXP calculates Churn or "Lost Customers" by default as any customer which show revenue in the prior month and no revenue in the current month. If this is not consistent with your business rules, you can extend the churn "grace period" to 2 months or more. Reminder ...

Specific customers can be excluded from calculations (including new, lost, upgraded downgraded).    Just click the Exclude symbol in grey to the right of the name.  As soon as you do this, the customer’s name will be struck through, and he will be excluded from all calculations.  If you change your mind and then want to include this customer, just c...

To enable ScaleXP to create invoices directly in ScaleXP and then transfer in bulk to Xero or QuickBooks, just go to Load Data (top bar)>Connections (left side bar) >Stripe>Add integration. Select the Stripe account linked to your company and scroll down to Connect. Return to Load Data>Connections.  Select Configure in the Stripe box. On...

This article will set you up to be able to create reports within ScaleXP. It's really important that you have configured your P&L and Balance sheet within the Load Data tab before creating your first reports. This is detailed within these articles How to configure your P&L and Balance Sheet in ScaleXP (consolidated company)   How to configur...

ScaleXP provides fully editable automated metrics.  Create your own definitions for metrics and KPIs and then use them in any report, dashboard, or presentation.   To view existing metric definitions, go to Settings cog (top bar, right side)>Metrics library (left hand sidebar) and use the search bar (top left) or scroll down to find the metric yo...

To modify or add a renewals mapping, go to 'Load Data', 'Connections,' then click on the 'More' icon (three horizontal dots) under the HubSpot icon.   Then click configure.   Here you will be able to choose if renewals are included or excluded from ScaleXP    ...

  More detailed discussion here:     Note: Budgets can only be uploaded at subsidiary level. To report against a consolidated company budget, see How to add a budget to a consolidated company .  To view and manage the budgets held in ScaleXP, go to Load Data (top bar)>Budgets & Forecasts (left sidebar). To upload budgets already held in your ...

How can I track headcount in ScaleXP? To update actuals for the number of employees, go to Load Data,  Manual Entry  (in the sidebar at the left), then type in values for the actuals.To add detail by department or category, click on the + sign.     Click here for how to update actuals.    ...

To add a new entity such as a company, subsidiary, or new consolidated oganisation in ScaleXP, use this link: app.scalexp.com/onboarding/organisation-info   Note: this link is only for existing ScaleXP users creating new organisations.   New customers need to create a new account on the main ScaleXP login page.   To log into an existing ScaleXP acco...

To increase or decrease the level of detail shown in a report, in Reports (top row)>Edit  (top right), select the row to be adjusted and use the expansion dropdown menu (circled  below) to select the default level of detail in the report: collapsed, showing Groups, showing Groups and Subgroups, or fully expanded to show Accounts. Note: you can al...

To view any report in a different currency , In Reports (top bar), use the format button (top right) to change the currency.     You also have the choice to show the currency in each cell of the report (toggle on, as in the example above) or just at the top right of the report (toggle off) -- use the toggle “Show currency symbol.” Hint: If saving th...

By default, all balance sheet accounts at consolidated companies in ScaleXP are consolidated at the same exchange rate for a given month. This is based on actual month end rates. The Balance Sheet uses the average daily exchange rate on the last day of the month. Rates are to four significant digits sourced from Open Exchange Rates, www.openexchange...

If your credit card balances are not reporting correctly in ScaleXP, it may be that they are not correctly configured in Load Data. Go to Load Data, Configure P&L, BS and select Balance Sheet. Select the credit card accounts in Cash Balances and drag them into Current Liabilities. This should produce correct balance sheet reporting in ScaleXP....

How do I change the Budget name that shows up at the top of report columns?  How do I rename a budget after it has been uploaded?  How do I rename my forecast?   I want to change the name of my Xero or QuickBooks budget so I don't confuse it with a new manually uploaded budget - how do I do that?    To change the name of a budget which has been uplo...

For consolidated companies, CRM connections are made in the parent company.  Note that your CRM currency must match the currency of your ScaleXP organization.  Here's how to connect your CRM to ScaleXP: Go to Load Data (top navigation) > Connections (left sidebar).  Ensure you have the correct permissions (for example, in Hubspot it is “App Marke...

To set the default budget for a reporting entity, go to Load Data (top bar)>Budgets & Forecasts (left sidebar)>Assign Default (far right of budget box). The currently assigned default budget will be shown in green and say Default Budget (right side). ...

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In the Reports tab, select the report you wish to rename. Edit the name of the report in the box at the top left of the page. This will rename the report for all users.      Remember to save....

To change your username, click ‘Settings’ , ‘ Profile’ .  Make the required changes, and press ‘ Submit’ ....

Disconnecting can be done within the Xero platform. Go to Settings > Connections. Select the ‘Disconnect’ button. Disconnecting your system removes ScaleXP’s permissions to that data in your Accounting System. No data will be visible in the reports, including historical figures. We do maintain minimal metadata in ScaleXP in case you do eventually...

To change your password, click ‘Settings’ , ‘ Profile’ .  Make the required changes, and press ‘ Submit’ ....

You can modify team members and access levels to the system in ‘Settings’ cog (top bar, right side), ‘ Team members’ (left sidebar).  NOTE: to grant access to all levels of a consolidated company, you must grant access to each individual subsidiary as well as the parent. To add a team member "Add Team members" (button at top right). To change the le...

To change your email, click ‘Settings’ , ‘ Profile’ .  Make the required changes, and press ‘ Submit’ ....

The best place to see all accounts and their category grouping is in ‘Load Data’ (top bar), ‘ Configure P&L, BS’ .   This is not a report but a settings page. These groupings carry through into all other reports and presentations. ...

From time to time, duplicate customers will appear in the Customers tab.  This is caused by duplicate names in the accounting system.   This problem is inevitable and easy to fix in the ScaleXP system. In the ‘Customers’ tab, select more options (the cog icon at top right) then click ‘Merge/Rename Customers’.  This will open a new window listing all...

To import financial data from Xero, you will need login details with ‘Standard’ or ‘Advisor’ level permission.  These permission levels are granted or changed in the accounting system....

Within Hubspot, you need to have the permission "App Marketplace Access" to allow you to import data to ScaleXP.   ...

To import financial data from QuickBooks, you need to have Admin access.  If you don’t have this level of access, permissions are granted or changed in QuickBooks....

Your ScaleXP connections can be viewed or modified, and new ones added, in 'Load Data', Connections. This is also where you can instantly sync files and control auto sync settings.  In order to disconnect, click on the three dots next to the connection and click ‘disconnect’...

Data from the accounting system, including budget data, is imported automatically at 7am. You can also import data manually. See How to activate an immediate data sync      ...

To add a new graph, delete one, or resize it:  click ‘Edit’ in the top right corner of the Dashboard.  This will bring up new options as shown below.   To remove a graph:  Click the small bin (or trash can) in the upper left corner of the graph. To add a graph:  Choose a tile from the selection on the left to add a KPI or chart.  Drag the tile into ...

To delete a graph or to remove a few charts from a dashboard: Click ‘Edit’.  Scroll to the relevant graph.  Click the small red bin (or trash can) in the upper left corner of the graph.   Remember to ‘Save changes’. To delete an entire dashboard or graph set:  Select the dashboard you wish to delete, then click the three dots at the top right of the...

How to grant view only access Invite a new user from Settings (top right)>Team members (left sidebar). Use the Add members button to add a new member with view all access to everything. Choose permission level View All. Use the Share Pages button to grant access to specific report(s) only. You can also use the Share button found on pages througho...

Checking or changing the allocation of revenue is quick and easy. On the Customers page, scroll down to the customer name in a Revenue report. Click the green plus (+) button next to the customer’s name. This will show the detail of invoices issued. Click the three dots next to the relevant invoice. Select 'View and edit invoice' (the pencil icon) T...

To move Profit and Loss accounts, go to Reports (top bar) > P&L (any P&L Report from the left sidebar)> Edit (top right) > Edit Report > Configure base Profit & Loss (near top middle). To move Balance Sheet accounts, go to Reports (top bar) > Balance Sheet (any Balance Sheet Report from the left sidebar)> Edit (top righ...

ScaleXP seamlessly integrates your CRM (HubSpot, Salesforce)  and your financial system (Xero, Sage, QuickBooks, etc.) providing the best reporting solution for B2B and subscription companies . The system provides a full suite of  automated metrics and KPIs for B2B companies: MRR, ARR, customer lifetime value, customer acquisition cost Active, lost ...

We want to ensure that getting started with ScaleXP is quick and easy.  As such, all new customers are onboarded via a 1 hour Zoom.  In this time, we will: Connect QuickBooks and ScaleXP Map your financial accounts Connect your CRM system:  Hubspot, Salesforce (optional) The system will recommend KPIs based on your sector and stage of growth.  We wi...

To change the financial year starting date, go to Settings (top bar, right side)>Organisation settings (left sidebar). Then click on Edit (right side of box) in Define Your Financial Year. This will allow you to change the starting month for your financial year. This will change the year to date in all reports, dashboards and presentations. It wi...

Check that you have turned off budget auto-sync in your Auto Sync settings.  If it is turned on, it will over-write any more recent budgets that you have uploaded. This can be found at the very bottom right of 'Load Data', 'Connections', in the section under 'Budget date range' under the heading 'Auto sync settings'.    Ensure the switch for 'Autosy...

To turn on the adverse/favourable variance formatting, go to Settings, Organisation settings, then turn on the toggle "Show favourable / unfavourable variances" under "Organisation values." Once turned on, favourable variances show as green and unfavourable variances show as red. This means that a positive revenue variance will be green, but a posit...

ScaleXP uses exactly the same FX rates as the accounting system for all invoices and bills. As an example, if Demo Company USA issues an invoice in Euros, ScaleXP will use the same FX rate in the accounting system for this customer and invoice.   The result is that ScaleXP will match the accounting system exactly, when financials are viewed in the h...

To change the definition of any metric, including the time period used for the calculation, go to 'Settings', 'Metric Library' and click on the edit button by the metric you wish to modify.  (edit button is circled in red on the below screenshot) This will open up a screen enabling you to change all aspects of the metric definition: the calculation ...

To add actuals to a manual entry field (that is, when the actuals are not coming from your linked sales or accounting system), go to Load Data>Manual Entry (left sidebar), and add data for the relevant time period.  Use the three dots to rename or remove a line.  To add a new manual entry field, see How can I add a new field for manual entry?  Ho...

To rename a chart or graph within a Dashboard, simply click on the three dots at the top right of the graph and select 'Configure Chart.' Then type the new name into the 'Chart name' box at the top of the left sidebar and 'Save changes' at the bottom of the sidebar. To rename an entire Dashboard, click on the three dots at the top right of the page ...

It is easy to change what a metric is called. Go to 'Settings', 'Metric Library' and click on the edit button by the metric you wish to modify.  (edit button is the pencil, circled in red in the below screenshot) Change the name of the metric by typing a new name into the box at the top left showing the existing name. Remember to Save your changes o...

In Dashboard, you can change graphs to hide or unhide any element. Just click on the element you wish to hide.  It will remain in the legend with a strikethrough; click again to return the element to the graph. See screenshot example below....

To track end customers under a reseller agreement or otherwise create subsets under a single customer, you can "split" a customer invoice into multiple customers and track each one separately. To do this, go to the Customers tab and select the "split customer" button near the customer you wish to split (see screenshot below); then create a new custo...

To edit a Presentation, click on the presentation you wish to edit. To add a page, select the '+ New slide' button at the top of the left sidebar, above the list of slides. This will provide a drop down menu allowing you to select the format of slide you wish to add. Select the slide format, then choose the content type for each section. Text allows...

To see a summary of invoices which have been added manually within ScaleXP, go to the Customers tab, then, where it says 'No filter' at the top of the page, select the filter for 'Invoices added in ScaleXP.'  See screenshot below....

You can download any of the charts and graphs on your Dashboard. In Dashboards, select the three dots at the top right of the graph. Then select 'Download as PNG'.   This will download the graph as a .png file (Portable Network Graphics format)....

This article explains how to change a chart including: how to add budgets how to change data sources how to add new data how to adjust titles how to change colours how to edit formats how to change date ranges how to show/hide numbers how to show/hide summary results To customise charts and graphs go to Dashboards (top bar)> three dots (top right...

This article explains how to add invoices in ScaleXP to ensure the revenue recognition in ScaleXP reflects the correct amounts in your accounting system. 1. How to create a manual invoice in ScaleXP Go to the Customers tab where you can see information on existing invoices, then if for an existing customer, click on the arrow "^" next to the custome...

To unmerge customers which invoice under different names and you have merged, use the 'Merge/Rename Customers' button on the Customers tab, which is found within the cog icon at the top right of the page. Select 'Merge/Rename Customers', then find the customer you wish to unmerge and select the trash can symbol to unmerge it, as per screenshots belo...

If you are looking at a budget generated in a different currency, or in multiple currencies, then changes in FX rate will cause the consolidated budget to move. By default, ScaleXP converts budget information at historic actual rates, using most recent actuals for future months and updating at each month end. If you wish to keep the exchange rate co...

To share a Presentation online or download it into PowerPoint, go to Presentations (top bar) and select the presentation to be shared or downloaded.  Click on the presentation to open and edit it, or click on the three dots ( bottom right of the presentation), >Edit Once in the presentation: to download to PowerPoint, select the download button (...

To update ScaleXP to see the most changes to data in your accounting system, use the "Sync now" button on the Load Data page. Go to Load Data, Connections, and select "Sync now."   There will be a short delay between making changes in your accounting system and the data appearing in ScaleXP. For Xero and QuickBooks changes, this will take a few minu...

You can specify rules for allocating revenue across an invoice period.   When no rule is set, see this article for information about how revenue is allocated: How does ScaleXP allocate the spread of revenue - and how does the system defer revenue?   If you want to specify rules to allocate revenue using another set of rules, just select "Account Rul...

Some common accounts which require moving on the P&L and BS Configure pages include the following:   Balance Sheet: Credit Card liabilities to Current Liabilities Accounts Receivable to Accounts Receivable Accounts Payable to Accounts Payable Retained Earnings to Retained Earnings Current year earnings to Retained Earnings Loans etc. into Debt I...

To change which organisation you are viewing, select the desired entity from the drop down menu at the top right of the page. Any page within ScaleXP can be used to move between entities....

This article explains how to set up a new accounting connection for a multi-entity,  consolidated company in ScaleXP:  1. Log in to ScaleXP:           app.scalexp.com Note:  If you need to create a new entity in the system, see How to create a new organisation in ScaleXP; add a company .  2. Add an accounting connection to each of the new subsidiary...

To rename a customer on the Customers page, use the cog icon at the top right of the page to select "Merge / Rename Customers", then use the pencil symbol next to the customer name to rename it.   To merge two customers into one, see this article: How do I merge customers?  ...

All accounts from the connected accounting system will default into a financial category in ScaleXP. To view all accounts uploaded from your accounting system and see which category they are currently in, go to Load Data>Configure P&L, BS and select the relevant financial section from the drop down menu at the top left of the page. Use this p...

In Dashboards , just select options, Chart Formulas. For more detail on any formula, click into the box.  It will reveal increasing amounts of detail.  You can also review a list of available metrics and formulas in Settings (top bar)>Metrics library (left sidebar).  This will reveal an alphabetical list of available metrics and formulas.  Use th...

  View and adjust the automated definitions for MRR, ARR, CAC, CAC Payback, Cash Burn, Cash Runway, Churn Rates, Retention Rates, Customer Lifetime Value and others by going to the formulas in Settings (top of page)>Metric library (left sidebar). To understand more about SaaS metrics, their definitions and which ones are right for you, we recomme...

Revenue per customer is not working as intended.    I need to change the time period for revenue, or the definition of revenue, or both and/or I need to change the definition of customer count or the time period for the customer count, or both.  The default definition of Revenue per Customer is: Total Revenue (the total Financial Category from the P...

In order to edit the data in a report, it must be set up as a Formula rather than just a data type. To edit an existing row, replace it with the same data using the Formula editor. Read more about this here How to create or edit a formula in a report  ...

To add Salesforce data, Admin access is required. This access is granted in the Salesforce system....

NDR is Net Dollar Retention, also known as Net Revenue Retention– Net Revenue Retention measures the percentage of revenue that a company retains from its existing customers over a given period of time after the offsetting impact of upsells or expansions.    Edit Net Revenue Retention in Settings>Metric library.   Read more about Revenue Retentio...

View all uploaded budgets on Load Data (top bar)>Budgets & Forecasts (left sidebar). Budgets and Forecasts uploaded from your accounting system will have the accounting system logo next to them and be reported in the top section (Imported Budgets & Forecasts). Budgets & Forecasts uploaded via spreadsheet will have a generic report log...

ScaleXP seamlessly integrates Xero and your CRM system (Salesforce or HubSpot) providing the best reporting solution for B2B and subscription companies . The system provides a full suite of  automated metrics and KPIs for B2B companies: MRR, ARR, customer lifetime value, customer acquisition cost  Active, lost and new customers, with the ability to ...

To edit, add or hide the summary KPI data at the top of a graph or chart, go to Dashboards (top bar)> three dots (top right of the chart to be edited)>Configure Chart. Move the top button to Chart Name & Settings (top section; right button)>Show summary results at top (toggle on/off)> Use drop down menu and cog icon (below summary re...

To customise the colours in a chart or graph, go to Dashboards (top bar)> three dots (top right of the chart to be edited)>Configure Chart. With the top section set at Chart Series (default position; on the left), click on the coloured box to the left of the data name box (top row of the series editor).  Select a colour from the dropdown menu ...

To change the historic foreign exchange rates used by ScaleXP reporting across all accounts in the P&L or balance sheet, go to the consolidated entity (if relevant) , Load Data (top bar)>Actuals FX Rates (left sidebar) and select the rates you wish to change. Select Average (dropdown menu, top right) for P&L Select Last day (dropdown menu...

Invoices on the customer page are rounded to the nearest whole number; this is how they are downloaded in Excel. The total at the top uses the exact values of all the invoices, so may have a slightly different total....

If you have split a customer using the "split" function and now wish to delete one or more of the customers, then go to Customers (top bar)>three dots(top right) >Merge Customers.  Scroll to the name of the customer that you wish to delete and tick the box next to it. Select the customer into which to merge the invoices . Select Merge Customer...

After implementing the Stripe integration, how do I easily view and check the invoices created from Stripe? Stripe invoices will be automatically created only for periods after the Stripe connection is live. To upload historic Stripe invoices, contact support@scalexp.com. To view invoices created from Stripe, go to Journals tab>Invoices issued in...

  If you use Stripe to invoice customers and would like to use ScaleXP to automate your deferred revenue schedule, ScaleXP allows you to replicate Stripe Invoices in Xero and QuickBooks or, alternatively, to replicate Stripe invoices into ScaleXP and journal in bulk into Xero or QuickBooks. For more information on invoicing to Xero or QuickBooks in ...

To add commentary to a chart, click on the chart.   Then turn on the toggle for Comment in the menu that appears at the bottom of the screen. This will add a text line to the bottom of the selected chart....

ScaleXP's CRM integration allows you to forecast revenue from Closed Won deals with pending invoices, renewals and deals still in progress. For consolidated companies, the CRM connection is configured in the parent. After connecting, no data will show in ScaleXP until you have mapped the data by selecting Configure as described below. The default cu...

The ScaleXP Metric Library is where you’ll find the foundation for many of the calculations you see throughout the platform. It's your gateway to critical financial insights for better decision-making. During your onboarding, it’s important to review the metrics to ensure you understand the calculations behind them. To access the Metric Library, nav...

This article explains how to set up a new usage based revenue account for allocating revenue by invoice.  See How to update usage based revenue for how to update usage based revenue once set up. To recognise revenue across a specific invoice based on usage or percent completion, go to Customers (top bar) > cog/settings (top right symbol)>Usage...

This article answers the question - why are my charts and reports showing CAC as blank or wrong? - and explains how to set up CAC in ScaleXP. Customer Acquisition Cost or CAC is a critical foundation for SaaS Metrics in ScaleXP. Metrics throughout the system rely on CAC and Costs in CAC is where you define which nominal codes contribute to it. By de...

Data is synced daily from all of your connected systems.  If you need to sync more frequently, it is quick and easy to do so.  Just navigate to Load Data and press “Sync Now” for the relevant systems.  Please keep in mind that accounting connections are at the subsidiary level and CRM data is imported at the parent company level....

By default, ScaleXP considers anything an upsell where more revenue is reported in the current month than the prior month. The inverse is true for downgrades. This applies to all reports, including revenue recognition. Note that this means that revenue streams which start mid-month will be viewed as "upsells" in the first full month of the revenue r...

Looking for a way to fully automate your invoicing process with HubSpot and Xero? ScaleXP Invoicing's new workflow feature is here to help. Here's a quick walkthrough of how to get set up. Getting Started You can use the Workflow action to create invoices automatically in Xero, via ScaleXP Invoicing. You can either use this tool to generate draft in...

How does ScaleXP's Stripe Integration Work?  ScaleXP's Stripe Integration acts as a bridge between Stripe and Xero or QuickBooks.  Once connected and your Stripe products are mapped, invoices generated in Stripe are created in Xero or QuickBooks automatically.  Once in your accounting platform, ScaleXP will pick them up and reflect the revenue sched...

How do I add a missing bill or supplier to prepayments? The best way to ensure full synchronisation with your accounting system is to add any missing supplier invoices directly to the accounting system as a new bill. If, however, you wish to add a bill manually in ScaleXP (for example, to reflect a bill issued prior to your import start date), you c...

You can create your own, fully customised metrics in ScaleXP's Metric Library, ready to be selected and reused throughout the system. To add a new metric go to Settings (top bar, right side) > Metric Library (left sidebar) > Search for a relevant metric > If what you're looking for doesn't exist, click Create new metric. We recommend you on...

When using ScaleXP's Stripe integration with QuickBooks, you are effectively replicating the Stripe Invoices in QuickBooks. When you do that, the invoices will be increasing your Accounts Receivable as a result. In order to reconcile these invoices against the stripe payments, you can add your Stripe account as a Bank Account in QuickBooks. When the...

To add new admin users to ScaleXP invoicing, go to the ScaleXP Invoicing Dashboard: app.scalexp-invoicing.com/   Click "Manage Users" in the bottom left, under your company name. You will then have the option to "Add Users" - click to "Invite User" to your account. Remember, you only need to add a user if they need to access the admin dashboard.  Al...

Sometimes Xero gets disconnected from ScaleXP Invoicing, leading to an error message saying "Connection Error."  This can be either an issue in your user permissions or connections, or an issue from the Xero side. If the issue is a lost connection on your side (for example, because your user permissions have changed or someone has disconnected the a...

This article provides an overview of how to: Merge contracts; Split contracts; Delete contracts; Remove invoices from a contract. To get started, select Customers (in the top nav bar) then Contracts.   To merge contracts: If your customers are duplicated in your accounting system, these should be merged first. See View and Manage your Contracts   If...

You can add number labels to any data series in a chart or graph. To do this, go to the three dots at the top right of the chart and select "Configure Chart." Find the series for which you wish to show numbers and turn the "Show Numbers" toggle on, as shown below. Save and Exit and the top right to save your changes. For a general overview of dashbo...

To set up tracking codes or classes for inclusion in your deferred and accrued revenue journals, go to the settings in Journals (top tab) > Step 2: Accrued Revenue or Step 3: Deferred Revenue Journal > Settings (cog at top right). In Settings, select the type of tracking codes or classes that you wish to include in your journals. Then Save. No...

Any chart can be copied and used in any Dashboard within an organisation. To Copy a chart, use the three dots at the top right of the chart. Select "Copy Chart to" and the name of the Dashboard where you want the chart....

ScaleXP provides automated reporting for Zoho Books including these features: Consolidation across countries and currencies Ability to report against multiple budgets Automated cash flow reports Automated, customisable metrics and KPIs Dashboards displaying key metrics in beautiful, interactive graphs Ability to consolidate data across accounting pl...

This article explains how to update usage.  To set usage based revenue, see this article: How to set up usage based revenue recognition; How to allocate revenue by percent completion .    To update usage based revenue, go to Journals (top bar) and select Update usage based revenue.    Link is here      From here, you view all line items from invoice...

To set up a standard rule for revenue allocation, see this article: How to set rule based revenue allocations .   If you need to set up a two-step rule for revenue allocation, with some allocated in a fixed way by month and another element time-based, then select "Multi-Tiered Revenue" using the cog symbol at the top right of the Customers page.    ...

A customer is considered "new" if it has not been a customer in the 12 months prior to the first month of a report. A customer is considered "reactivated" if it has been a customer any time in the 12 months prior to the first month of a report. Note that this is based on the report view dates, not the reporting month -- so changing the report view c...

  Edit Tutorial   WARNING:  ALL REPORTS IN THE SYSTEM ARE SHARED.  DELETING A REPORT WILL REMOVE IT FOR ALL USERS. ...

To change, edit, or add to row content in a report, go to Reports (top bar)>Edit (top right)>Edit Report.   To add a new row with data in it , click in the box at the bottom of the screen and select the data and/or formula you wish to add.  By selecting Formula, you can create your own combination of accounts, ScaleXP metrics, CRM data, and/or...

For information on how to connect ScaleXP to Hubspot or Salesforce and map sales pipelines and pipeline stages, see How to Configure Hubspot, Pipedrive or Salesforce for ScaleXP  Once your CRM sales pipelines and stages have been configured in ScaleXP, this information will be available in pre-configured reports as well as for your own customised us...

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  Edit Tutorial   Where tracking codes are used, you can also select a Tracking Codes report here. See more about Tracking codes reporting in How to report on Xero Tracking Codes or Quick Books Classes in ScaleXP   You can read more about configuring columns in How to create new columns; how to change time periods; how to edit report columns; modify...

This answers the questions "how do I create a formula in a report?" and "how do I edit an existing report formula?" How to create a new formula row Edit Tutorial   How to select the data source Edit Tutorial   How to add tracking codes/classes to a formula   To select Xero Tracking Codes or QuickBooks Classes, Click on the row to select the line you...

How to create and link a customer page report You can create an unlimited number of reports on the customer page. These can be of any type: Revenue Recognition Monthly Recurring Revenue Annual Recurring Revenue IFRS/GAAP You can filter for any combination of accounts and/or invoice types. Read more about creating new reports on the Customer page her...

  To view, create and edit graphs and charts, go to Dashboards (top tab). Graphs created on this page are all available for use in Presentations as well. A number of dashboards are already set up for you. In the sidebar on the left,  just select the set of graphs you wish to view.    You can change the currency and month being used in your dashboard...

The numbers in a report can be shown using a variety of formats:  currency, percent, with or without decimals. To change the number of decimal places in a row, go to Reports (top bar)> Report name (left sidebar)>Edit (pencil at top right)>Edit Report. Click on the row to be reformatted until it turns blue and reveals the edit options, as sh...

It is quick and easy to check and change dates for a customer invoice. Option 1a: Edit directly on the Customers tab On the Customers tab (top navigation menu) > Revenue Recognition, select the revenue recognition time period you wish to review and scroll down to the customer name. Click the down arrow button next to the customer’s name. This wil...

In Reports (top bar)>Edit>Edit Report.   Click on the row to be coloured.   Select Colour (pallet icon).   Choose the desired color. Remember to Save (top right), then Exit....

How do I update budget FX rates?   How do I change my budget exchange rates?  How do I provide my own FX rate for my budgets? To set fixed rates for converting your budgets between currencies, go to Load Data (top bar),>Budget FX Rates (left sidebar). If no rate is set in this table, the table will automatically update each month to most recent h...

We want to ensure that getting started with ScaleXP is quick and easy.  As such, all new customers are onboarded via a 1 hour Zoom.    In this time, we will: Connect Xero and ScaleXP Map your financial accounts Connect your CRM system:  Hubspot, Salesforce (optional) The system will recomend KPIs based on your sector and stage of growth.  We will re...

  Presentations allow you to share ay combination of reports, graphs and text as a pack which can be downloaded to PowerPoint and/or shared online.   There is at least one pre-built template already set up for you in Presentations (top bar).   Go to Presentations (top bar)> select a presentation to edit or copy > click on the presentation to e...

By default, the Customer page comes pre-populated with two to four reports: Revenue Recognition (accounting view) and MRR (full month view) ARR IFRS / GAAP Read more about each of these reports here: Customers tab: where to configure and review revenue and customer information, MRR, ARR   To create a new report, use the "New Report" button in the to...

To connect an existing ScaleXP company to your accounting system,  1. Log in to ScaleXP:           app.scalexp.com If you need to create a new entity in the system, see How to create a new organisation in ScaleXP; add a company   2. Add an accounting connection: Go to the page Load Data, Connections .  You will see the name of the ScaleXP company in...

  To see how to upload your budget in How to add a budget or forecast   Once your budget is uploaded, you can easily create any number of reports and/or graphs to view it. In Reports, create a new report (or copy an existing one), then set the Column Config to "Budget by Month (set current as starting month)".  Alternatively, in Dashboards, select a...

Financial categories, groups and subgroups throughout the system This article explains how to map the financial accounts structure that is used throughout ScaleXP reporting (reports, dashboards, and presentations).  This covers: Renaming financial categories; Moving and grouping accounts; Creating groups and subgroups of accounts. For a consolidated...

This video walks you through using columns in reports, including for tracking categories/classes. You can create a report showing tracking codes/classes in any of these ways: In Reports, use the "New Report +" button to create a new P&L report for any set of codes set up in your accounting system. This will show all codes in that group across th...

To change the precision with which a number is displayed in a ScaleXP report, use Edit Rows. In Reports, Select Edit       Select Edit Rows       Click on the row you wish to edit until it turns blue, revealing the formatting and editing options.     Select the paintbrush (format) icon     Select to add or subtract a decimal place...

To change the default slide format of a presentation, use the cog symbol at the top right of the presentation to change the Theme. In Presentations (top bar), click on the presentation you wish to edit. Then select Presentation Settings (cog symbol at top right), and chose your theme: Blank, Subtle, or Bold.   The presentation will always automatica...

This video walks you through the setup of 2FA (two factor authentication) in ScaleXP.   2 Factor Authentication is configured in the parent company for consolidated companies and cascades to all subsidiaries automatically. Setup can be found in Settings > Organisation Settings > 2 Factor Authentication. Check the box to turn on for your org th...

ScaleXP Invoicing - Mapping HubSpot & QuickBooks products By matching Product SKU names in HubSpot with SKUs in QuickBooks, you can automatically populate invoices with account name, QuickBook Class, tax and other product details in QuickBooks.   This article walks through exactly how to set up your Products and services inside QuickBooks Online...

To change your billing details, contact support@scalexp.com....

This article explains how to display a report at the top of a list, a process we call ‘pinning’. Reports used frequently can be pinned to the top of the list for quick access. Pinned reports are displayed at the top of a list.  If multiple reports are pinned, they are listed in alphabetical order. Edit Tutorial Note that pinning or unpinning a repor...

The Journals tab (top bar) allows you to manage your month end tasks in one place, including posting journals for revenue recognition and prepaid expenses. From here, you can review invoices and bills to ensure correct revenue and cost recognition, then post journals to QuickBooks or Xero, as well as record your progress and keep notes.   In the jou...

If an invoice description is changed in Xero will it sync and retrospectively update the description already in ScaleXP? All data is imported into ScaleXP daily (at 7am GMT) including all customer invoices and supplier bills.  Any modification to a bill or invoice will be detected by ScaleXP, including retrospective modifications. This is designed t...

This article covers how to set the date format in ScaleXP. Select the format which best corresponds to the text in the invoices associated with that accounting entity: British (Day Month Year) or American (Month Day Year). Set the date format when you first connect your accounting system. After that, date format is found in Load Data (tab at top)>...

More detailed discussion here:   Adding one or more budgets or forecasts to ScaleXP is easy.   Here are some helpful hints to get you started.  For information on how to create a new budget in ScaleXP, see How to add a budget or forecast .  For consolidated companies, all budgets must be loaded at subsidiary level and then selected at the parent.   ...

This describes how to connect your accounting system to ScaleXP.  Follow these steps to connect a new ScaleXP entity for the first time or to re-connect if your connection link is broken. ScaleXP currently connects directly to these accounting platforms: Xero QuickBooks Zoho Books If you need to set up one or more new entities in ScaleXP, use this l...

To change or cancel your subscription to ScaleXP, please email support@scalexp.com....

To copy a report, select the report to be copied in the sidebar at the left of Reports, then go to Edit, and select Copy Report from the drop down menu.   Give the report a new name in the box at the top left of the page. The report will save automatically. Rename, pin/unpin and edit your report as desired.                      ...

Find out how to use Xero and HubSpot products with ScaleXP Invoicing for accurate reporting and even easier invoice creation! In this article, we'll walk you through the steps to add products in Xero and HubSpot, and show you how to use them to create invoices that are tracked in both systems. What are products? Products refer to individual line ite...

To copy the names of financial categories and groupings of financial accounts from one entity to another within a consolidated organisation, start by setting the names and groups you want at consolidated level. See more about setting these up in How to configure your P&L and Balance Sheet in ScaleXP (consolidated company)   Then transfer these s...

Defining ARR: What to do if your ARR does not look correct There are two definitions of ARR in order to make it easy to track a couple of views of this important metric. The default definition is MRR x 12.  MRR is calculated from the ' Customers ' tab.  It will include all revenue accounts by default.  If this is not correct, all you need to do is t...

hoThe prepaid expense module in ScaleXP streamlines your prepayment tracking, providing complete journal entries that can be posted to Xero or QuickBooks in just two clicks. This guide outlines the best practices and tips to help you get started quickly.   For more information see How to automate your prepaid expense journal:  Prepayments Journal re...

To set your brand colours for use throughout the ScaleXP system, go to Settings cog (top bar, right side) > Organisation settings (left sidebar)>Brand colours. Select colours from the choices provided or add your own using the Hex code....

Why is my budget wrong?  Why can't I see the correct budget data?  Why is data missing from my budget?  Why is my budget still showing an old version? see How to add a budget or forecast   If you have uploaded a budget but your budget is not showing up as expected in your report or chart, check for the following possible issues:: Your report is not ...

Financial categories, groups and subgroups throughout the system This article explains how to map the financial accounts structure that is used throughout ScaleXP reporting (reports, dashboards, and presentations).  This covers: Renaming financial categories; Moving and grouping accounts; Creating groups and subgroups of accounts. Important:  For co...

This article reviews how to identify accrued revenue from invoices, add accrued revenue not yet in your accounting system, adjust existing accrued revenue, and write associated journals to your accounting system. Accrued revenue is found in Journals (top bar), Step 2 of Revenue Recognition. Before adjusting accruals, ensure that your Revenue Recogni...

If your budget does not upload, check for the following common issues: 1. One or more cells contain formulas or other non-numeric characters. To fix/prevent:  Always copy & paste values prior to uploading to ensure only numeric values or blanks are uploaded. 2. You are uploading a budget on a previously downloaded template and something has chan...

When switching revenue recognition from your previous system, you will likely have some differences in the starting balance sheet for deferred revenue due to differences in methodology.  Best practice is to make a one-time adjustment to the P&L and balance sheet. Option 1 - retain your current balance sheet liability account. Follow these steps ...

Budgets can only be uploaded at subsidiary level, not directly to the parent company. To upload a consolidated budget, choose a subsidiary in the same currency as the parent and upload there, then report at consolidated level. See How to add a budget or forecast .  Once one or more budgets have been uploaded at subsidiary level, go to Load Data (top...

Revenue Recognition This article applies to the Revenue Recognition View of revenue in ScaleXP.    This view allocates revenue according to service start and end dates; Full months are allocated evenly across months while start and end months are allocated proportionately by number of days in the month. This allocates revenue in line with the dates ...

Where to see revenue recognition, MRR and ARR Customers (top navigation bar) provides information about customer numbers and revenue, including deferred revenue, MRR, ARR, IFRS/GAAP accounting view and detailed information on customers lost, customers gained, upsells, and downgrades.  ScaleXP provides several revenue reporting views using the Custom...

See this video for a quick overview of how the deferred revenue journal works: The deferred revenue journal is found on the Journals tab (top bar), Step 3 of Revenue Recognition. Read more about setting this up in Deferred Revenue Journal: How to write deferred revenue journals to Xero or QuickBooks   How the deferred revenue journal is calculated S...

Change the definition used for reporting Upsold and Downgraded customers and revenue to exclude changes below a specified amount, either by value or percent as per the instructions below. To change definitions to include a full month view, see How to show a full month view of revenue (as used for MRR) .  First, select the report for which you want t...

You can view and change the rates being used for foreign exchange on the Load Data tab. Rules used for historic figures: When translating from accounts in one currency to another (as from a foreign subsidiary to a consolidated parent account), IFRS guidelines are used. Specifically: the P&L uses the average monthly exchange rate in the month bei...

How do I add a new field to my budget? How do I edit my existing budget? How do I add KPIs and/or Metrics to my existing forecast or budget? You can add a budget for any metric reported in ScaleXP, including manual entry field, balance sheet items, and any metrics found in the Metric Library or on the Customer page. To create a new budget, see How t...

For purposes of MRR (monthly recurring revenue) and Revenue Recognition, ScaleXP will recognise all revenue according to the associated service dates.  Read more about revenue allocation rules here. If you wish to recognise back-dated revenue at the issue date, then select the IFRS / US GAAP report.  This will show all revenue earned for a service p...

To report department or project costs using Xero Tracking Codes or QuickBooks Classes, ensure you have the Tracking Codes or Classes report set up in reports. See How to report on Xero Tracking Codes or Quick Books Classes in ScaleXP   Then upload separate budgets for each department or project. See How to add a budget or forecast   Copy the Trackin...

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Use columns in Reports to add additional time periods, variances to budget, legal entity, tracking codes/Classes, etc., Go to Reports (top bar)>Edit (top right)>Edit Report>Columns (button on next screen)     From here, you can either select from a dropdown list of preset and previously created columns, or create a new column configuration....

All reports on the Reports and Customer page can be downloaded. On the Reports page, select the download icon (top right) and choose Download this page in Excel or Download Excel with all invoice lines.      The Download this page in Excel download will include only the level of detail shown on the screen.  To show detail for a particular group of a...

Use the "Share" button at the top right of the page.   Then select "Share Pages" and choose the sharing options you prefer. You can choose view only or edit.  All the reports on the Customer tab can also be downloaded into Excel.   To download a report, select the report you want,  ensuring filters are set as you wish to download them. Then go to th...

To see Customer metrics by tracking code, go to Customers>Configure Report and select the tracking code(s) you wish to view. Save multiple customer page reports to create metrics on revenue retention, churn, etc. by tracking code....

  ScaleXP can be used both to automate and review your deferred revenue recognition as well as your business KPIs and metrics. While the underlying data for both aspects come from the same place, the way ScaleXP views them differs slightly.   See a summary of all reporting options here: Customers tab: where to configure and review revenue and custom...

To set up Prepayments, see this article. For an overview of the prepayments journal, see this video.   How to write prepayment journals in ScaleXP Once prepayments have been set up, go to Journals (top menu)> Prepaid Expense Journal (left sidebar) to see the financial impact on your accounts and post your journal. The prepaid expenses journal pag...

You can compare against more than one budget at a time in reports, we do this by adding additional columns to the report   Edit Tutorial In Edit Columns, create columns for the time periods and budgets you wish to use in the report, and Save it. Hint: Remember that in a consolidated company, you will first need to set up budget combinations on the L...

In the Customer tab of the system, displayed values are rounded.  This can result in small differences (typically no more $1 or $2) if you look across many invoices or lines.  Here are the details of how the system rounds: In displaying the spread revenue per month at the invoice level , amounts are rounded to the nearest $1/ £1 / €1.  In displaying...

Click on the Customers tab.  Here you will see a full list of customers included in Revenue.  You can also see all the invoices issued to these customers.  See more information in this article: The system has not recognised dates correctly.  Why? How can I change them?   Also see On the 'Customers' tab, why are there small differences between the in...

Customer page reports: available information  The tables at the top of the Customer page summarise the total accounting revenue and customer count for that month (or full month revenue / customer count if this option is selected.    To see which customers are included in any revenue amount or customer count on the Customer page, click the i next to ...

Annual recurring revenue is generally calculated as monthly recurring revenuemultiplied by 12. In the ScaleXP system, two views of ARR are provided: ARR_ Annual Recurring Revenue:   This is the default MRR defined on your customer tab multiplied by 12.  Revenue is based on the assumptions that you have defined in the reports with the ‘global’ assump...

See this video for a quick overview of how the deferred revenue journal works:   The deferred revenue journal is found on the Journals tab (top bar), Step 3 of Revenue Recognition. From there, you can post to Xero or QuickBooks. Understanding the journal calculations See this article for details on how the deferred revenue journal is calculated and ...

To change how dates are viewed in the ScaleXP platform, go to Settings (top tab)>Profile (left sidebar)>Choose the date format you prefer to see across the ScaleXP system. Use the dropdown menu to choose from: Day-Month-Year (British)Month-Day-Year (American)Year-Month-Day (International) Note that this view is specific to you as a user and do...

ScaleXP uses natural language processing (NLP) to identify dates from invoice and bill line descriptions. Common date-related terms such as "annual" or "quarter" or durations like "8 months" or "6 months" are also recognised. If no dates are found in the line item description, the system defaults to the current month (issue date month) for that line...

To review and sort invoice information at line level and more easily edit multiple invoices, use the Invoice Bulk Editor. Go to Customers (top tab) > cog symbol (top right) > Invoice Bulk Editor.    This will enable you to sort by Line Item description, Issue Date, Invoice Number,  Customer name, Account name, or Amount of line item. Us the fi...

wTo review invoices issued in a given month, go to Journals>Review all invoices issued in [selected month].  Use this page to find a missing invoice. Select the month in which the missing invoice was issued, then search by invoice number or customer name to find the invoice. On this page, you will see a list of all invoice line items for invoices...

The MRR View is found on the Customers tab (top bar). The MRR View reflects a full month of revenue, ignoring partial months and counting full months of revenue only.  Thus starting months are always included as if they were full months and ending months, if partial, are excluded entirely from both revenue and customer count. Most customers will see...

This information is found on the Customers tab. On the Customers tab, click on the “i” next to any summary number. You will see the name of new, lost, upgraded, downgraded or reactivated customers....

This topic explains how an invoice can be excluded, moved to a new customer or tracked separately.  To exclude an invoice:  If a customer has a single invoice, click the red circle next to the customer's name.   When this button is clicked, the customer will appear visually excluded.  The customer and all invoices will be excluded from the revenue a...

  Throughout ScaleXP, you'll see reports, dashboards, presentations and metrics refer to MRR (monthly recurring revenue). The default definition of MRR is calculated from the ' Customers ' tab (top navigation) using the report with the globe sign next to it (left sidebar). Initially, the default MRR report is set as global and will include all reven...