Expense journals FAQ · Related: Setup 2: Choose your settings Start here · All expense journal FAQs ScaleXP can post your prepayment and accrual journals at either account level or supplier level. By default, journals are at account level. At supplier level, each supplier gets its own journal line. To switch to supplier level: On any expense journal...

Expense journals FAQ · Related: Prepayments 2: Review and post the journal Start here · All expense journal FAQs If the Post journal button is unavailable or a system check is flagged on the Prepayments Journal page, this article shows you how to find the cause with View checks, fix it on the Select Prepayments page, and post. The most common cause ...

Revenue journals · Setup 3 of 3 · One-time, for deferred and accrued revenue Start here › Setup 1 › Setup 2 › Setup 3 › then Deferred revenue, Accrued revenue, or bothStuck? See the Revenue journal FAQs Revenue Journal Settings tell ScaleXP which accounts to post to and how to build your journals. Deferred and accrued revenue share the same settings...

If you would like to allocate discounts to offset revenue in the same general ledger code as the product line they discount, rather than posting them to the coupon account, then use this option. Go to Load Data (top bar) > Connections (left sidebar) and click Configure on the Stripe card. Under Import options, turn on Allocate line item discounts...

Expense journals · Optional: Usage-based costs Start here · All expense journal FAQs This article explains how to update the usage figures, consumption costs for the monthly cost allocation once usage-based costs have been set up. To flag an account as usage-based in the first place, see Usage-based costs: Set up.  From there you can choose manual e...

Expense journals · Optional: Usage-based costs Start here · All expense journal FAQs When to use this Connect a Microsoft Excel Online spreadsheet to ScaleXP so your usage-based cost data syncs automatically every day: check the prerequisites, create a spreadsheet from the ScaleXP template, connect it, then update your cost allocations in Excel each...

Revenue journals · Start here Start here › Setup 1 › Setup 2 › Setup 3 › then Deferred revenue, Accrued revenue, or bothStuck? See the Revenue journal FAQs Revenue journals move revenue to the right month automatically. Deferred revenue holds back income you have invoiced but not yet earned; accrued revenue records income you have earned but not yet...

You can control how the quantity total rolls up into your quarter and year time period columns - for example year to date, quarter to date, and full year. To choose the aggregation setting: On the Customers tab, click the three dots at the top right of the page. Select Change Definitions. Choose your aggregation setting: Summation (the sum of the mo...

This article walks you through how to create and configure your products and services in QuickBooks Online so they work smoothly with ScaleXP Invoicing. When your products are set up correctly, ScaleXP Invoicing can automatically match each line to the right product, income account, and tax rate when you raise an invoice from HubSpot. You will need ...

To add a % revenue column, go to Format, then turn on the % of Revenue column. This will add a % Revenue column to the right-most column in the existing report....

Use the revenue leakage report to find and fix un-invoiced revenue. The page checks your closed won CRM deals, renewals, contract billing schedules and approved accounting invoices against the invoices you have actually issued, and surfaces every un-invoiced or under-invoiced item in one place. It has two tabs:  CRM Deals Closed Won reconciles every...

This article walks through the initial setup for renewals in ScaleXP: selecting your renewals pipeline in your CRM, and configuring default renewal dates and values, so every contract generates an accurate renewal automatically. Renewals in ScaleXP are always based on ScaleXP Contracts. Before setting up renewals, confirm you are happy with your con...

Mapping tells ScaleXP which Salesforce field holds each invoice detail, such as the customer, dates and prices. Once mapped, ScaleXP uses your opportunity data to fill in invoices, ready for you to push to Xero or QuickBooks Online. You can set up the mapping yourself, or ask the ScaleXP team to help. Before you start: complete Step 1: Install Scale...

ScaleXP uses the products on a Salesforce opportunity to fill in invoices automatically. Products are optional, because you can always add an invoice yourself in the invoice editor, but they save time. For ScaleXP to use them, every product on the opportunity needs a few billing details, such as when billing starts and how often to invoice. This ste...

Expense journals FAQ · Related: Prepayments 2: Review and post the journal Start here · All expense journal FAQs This guide shows you how to reconcile the prepayments balance ScaleXP calculates with the balance in Xero or QuickBooks by checking your journals are posted and synced, aligning the opening balance, tracing manual journals, and reviewing ...

App cards are how you access ScaleXP Invoicing from within HubSpot. They let you create invoices without leaving HubSpot, view invoice information, and open the Revenue Reports add-on. This article explains how to find your app cards, enable the Create Invoices card, customize your deal sidebar, control who can create invoices through team views, an...

Every figure in a ScaleXP report is built from the underlying transactions in your accounting system. You can click any account balance to see those transactions - the invoices, bills, and journals that make up the number - without leaving the report or logging into Xero or QuickBooks. On the Reports tab, select any P&L report, then click on any...

This article explains how to make QuickBooks Online automatically generate invoice numbers when you create invoices from HubSpot with ScaleXP Invoicing. If you have noticed that your invoices are missing an invoice number, the fix is a single QuickBooks setting. We will also show you how to set a custom number format or starting number. How automati...

This article explains how to duplicate reports on the Customer tab. To copy a report on the Reports tab, see How to copy a report (Reports tab) and to copy a chart see How to copy a chart . To copy a report on the Customers tab,  Select the report in the left sidebar of the Customers tab. Click on “Configure Report” at the top right. 3. Make your ch...

When to use this MRR and ARR in ScaleXP are calculated based on the MRR report found on the Customers tab, so if an account used for one-time revenue such as a setup fee or hardware sale is inflating your recurring revenue — or a subscription account is missing from it — the fix is to change the accounts that report includes.  This article shows you...

When reporting on quantity, you can change the label from quantity to something else - for example, subscription number, number of items, or anything else. When you change the label, the new name is applied across all reports and formulas throughout ScaleXP, including the report configuration menus. The label changes only how quantity is displayed -...

This article explains how to fix an incorrect renewal in ScaleXP - updating the expected amount, length, or dates, and understanding why some contract fields cannot be edited directly. New to renewals? See Renewals: Initial setup steps and Updating renewals first. Why you can't edit some fields directly ScaleXP treats two things differently, and it'...

When you consolidate a group whose subsidiaries report in different currencies, the year-to-date profit on the consolidated P&L will usually differ slightly from the current year earnings shown on the consolidated balance sheet. This difference is normal and expected - it is not a data, mapping or rounding error. This article explains why it hap...

Expense journals · Optional: Usage-based costs Start here · All expense journal FAQs When to use this Connect a Google Sheet to ScaleXP so your usage-based cost data syncs automatically every day: select Google Sheets as your input source, create a spreadsheet from the ScaleXP template, connect it, then update your cost allocations in the sheet each...

Expense journals FAQ · Related: Prepayments 2: Review and post the journal Start here · All expense journal FAQs This article lists the downloads available on the Select Prepayments and Prepayments Journal pages, what each file contains, and which to use for audit support. These cover expenses selected for prepayment only; for every expense, see How...

When you log in at the parent, dashboards show consolidated results across the whole group by default.  This article shows you how to build a chart that displays a single subsidiary - or any combination of entities - so you can track each entity's performance without leaving the consolidated view. To create a chart which is filtered by subsidiary or...

The payment schedules feature gives you an easy way to break a deal or quote down into multiple payments, based on percentages and dates. This article explains what a payment schedule is, how to define one in your preferences, and how to apply it when ScaleXP Invoicing starts up, so you can split payments in just a couple of clicks. What is a paymen...

This article explains how to keep your renewals schedule current as deals move through your CRM: matching or auto-linking each renewal to its CRM deal, and updating renewal status as deals are won, lost, or closed. New to renewals? See Renewals: Initial setup steps first. Linking renewals to CRM deals Best practice is to map every ScaleXP renewal to...

This article explains how to organize your reports in ScaleXP by creating folders, moving reports into them, and renaming or deleting folders. 1. Create a folder On the Reports tab, click + New, then select New folder. Give your folder a name, then click Done. 2. Move a report into a folder Click the three dots next to any report and select Move to ...

You can add quantity to any Customers tab report. Using those reports as a base, you can add quantity to any metric definition, report row, or formula. Add quantity to a report To add quantity to a Customers tab report, create a new report (see How to create a new report on the customers page; how to use customer page reports throughout the system )...

If you see a Connection Error message inside ScaleXP Invoicing, the link between ScaleXP Invoicing and Xero has been lost and the app can no longer access your Xero data. This article walks you through reconnecting your Xero account from the ScaleXP Invoicing dashboard so you can get back to creating and syncing invoices. Why the connection drops A ...

This article explains how to add renewals and pending (future) invoices to a report on the customers tab, so you can see upcoming and forecasted revenue alongside your issued invoices in one place. What are renewals and pending invoices on the customers tab Renewals are the expected next contract for each customer, generated automatically once a con...

To identify customers which have been merged in ScaleXP, use the 'Merge/Rename Customers' button on the Customers tab, which is found within the three dots icon at the top right of the page.  Look for customers which have an “expand” button at the right, rather than just a pencil icon. Click on the expand button to see the list of merged customers. ...

This article shows you how to build a HubSpot workflow that reminds your team to raise an invoice. When a deal reaches a stage where it should be billed - for example, Closed Won - the workflow checks whether an invoice already exists on the deal. If none does, it notifies the deal owner or creates a task, so a won deal never goes uninvoiced. It use...

Expense journals FAQ · Related: Prepayments 1: Select your prepayments Start here · All expense journal FAQs The best way to add a manual adjustment to costs is to add a manual bill and date it prior to your journal start date. This is so that ScaleXP sees the cost but does not assume there is an associated bill already in your accounting system. Go...

Expense journals FAQ · Related: Prepayments 1: Select your prepayments Start here · All expense journal FAQs In the As Spent view, expenses are spread evenly from the Start Date to the End Date. In the IFRS / GAAP view, expenses are spread the same way, but any expense that falls in a month before the bill issue date is moved to the month of issue. ...

Expense journals FAQ · Related: Prepayments 1: Select your prepayments Start here · All expense journal FAQs Use the Add Accrued Expenses page (Cost Accruals Journal > Add) to see all expenses, including billed, spent, and accrued, except those below your minimum threshold. View all expenses Select the As Spent or IFRS/GAAP view as explained in A...

This article describes options for reporting on Zoho Reporting Tags. You can import up to two categories of Zoho Tags for use in ScaleXP reporting. Step 1: Import your reporting tags Go to Load Data (tab at top), then select the three dots, then Configure. Scroll down to Step 3, Reporting Tag Categories.  Select up to 2 reporting tag categories.  Cl...

Getting started with ScaleXP CRM integration See An Overview of Subscription Management and Renewal Tracking in ScaleXP: Getting Started with CRM Integration for an overview of steps to get you started integrating with Salesforce, Pipedrive or HubSpot. This article describes specific steps to link and map the systems. Step 1: Connect HubSpot, Salesf...

Repeating or recurring invoices, where you bill a customer the same amount every month or every year, are a really common need for businesses working in HubSpot. Whether you are a SaaS company billing a subscription, an agency billing a retainer, or anything in between, ScaleXP Invoicing makes recurring billing easy if you use Xero or QuickBooks Onl...

Overview of Zoho Books consolidation with ScaleXP Configure your P&L and Balance Sheet  ...

This guide is for ScaleXP users who want to enrich their customer reports with their own attributes - such as parent/child customer, region, account manager, industry, or tier - so they can group, filter, and total customer data by fields that the accounting system does not hold. You can add up to two custom fields, called customer tags, populated e...

The Send with ScaleXP Invoicing feature makes sending invoices easy, giving you extra flexibility over how invoices reach your clients or customers. Instead of using your accounting platform to send, ScaleXP Invoicing processes and sends the emails directly, while your invoices still sync as normal to Xero or QuickBooks Online along with their send ...

This article explains how to move between the consolidated group and the individual companies within it using the company dropdown at the top right of every ScaleXP page, so you can review group-level results one moment and drill into a single entity the next. How the company selector works Once your consolidated organization is connected (see How t...

This article is a quick tour of ScaleXP Invoicing for HubSpot: what the product does, how invoices are created from your deals, how contacts, products, accounts, and taxes map to Xero or QuickBooks Online, and which detailed guide to read next for each task. What ScaleXP Invoicing does ScaleXP Invoicing lets you create and send invoices directly fro...

Yes, you can control the order in which accounts appear inside a category such as operating expenses. ScaleXP orders a category by its groups and subgroups, so you arrange the accounts you want to reorder into groups, drag those groups into position on the Configure P&L, BS page, and the new order is used in your ScaleXP P&L and balance shee...

This article shows you how to map the account structure used across ScaleXP reporting (reports, dashboards, and presentations) for a consolidated company - renaming financial categories, creating groups and subgroups, moving accounts between them, cascading the setup to your subsidiaries, and reviewing the exchange rates used in consolidation. Note:...

When to use this Every set of report columns you save is stored as a named column layout in the Columns dropdown, and the name you give it when you first save — often something like test or New configuration — stays until you change it. This article shows you how to rename a layout from the column editor so that the dropdown on every report shows a ...

When to use this Every set of report columns you save — months, quarter-to-date, budget variance and so on — is stored as a named column layout that appears in the Columns dropdown on every report. This article shows you how to delete the layouts you no longer need, what to do when ScaleXP reports that a layout is still in use, and how to rename the...

Syncing line items and invoices into Xero with ScaleXP Invoicing is straightforward, but you may also want to send other data from HubSpot across to Xero. This article explains the options available for getting extra HubSpot deal information onto your invoices and into your accounting platform, and the trade-offs of each approach. When you might syn...

Expense journals · Setup 2 of 2 · One-time, for prepayments and accruals Start here › Setup 1 › Setup 2 › then Prepayments, Accruals, or bothStuck? See the Expense journal FAQs Expense Journal Settings tell ScaleXP which accounts to post to and how to build your journals. You can change them at any time. 1. Open the settings On the Journals tab, ope...

ScaleXP lets you bring in data and KPIs that live outside your accounting system and CRM.  With the Microsoft Excel integration, you can connect a spreadsheet hosted in Microsoft 365 (Excel Online for work or school) and have it sync automatically to ScaleXP every day. Once connected, your data is available throughout ScaleXP reports, dashboards, pr...

Expense journals · Optional: Usage-based costs Start here · All expense journal FAQs When to use this This guide is for finance teams whose costs depend on milestones, units consumed, or percentage completion rather than calendar time. Set up a usage-based cost account once, then update it manually each month, or connect a spreadsheet so the figures...

Expense journals · Start here Start here › Setup 1 › Setup 2 › then Prepayments, Accruals, or bothStuck? See the Expense journal FAQs Expense journals move costs to the right month automatically. Prepayments spread bills you have paid in advance; accruals record costs incurred but not yet billed. Use one or both. ScaleXP reads your bills, suggests e...

Revenue journals FAQ · Related: Accrued revenue 2: Release accrued revenue Start here · All revenue journal FAQs Some multi-year subscription contracts need revenue recognized evenly across the full service period even when each invoice amount is different - annual uplifts, discounted first years, free months, or $0 contract extensions. This article...

Revenue journals FAQ · Related: Deferred revenue 2: Review and post the journal Start here · All revenue journal FAQs Go to the Journals tab and select late adjustments.  [this report is coming soon] The report will look for adjustments to prior months based on the Month-End Close selected and flag items needing attention. Note that you will get a r...

Journals FAQ · Related: Revenue journals Setup 3 · Expense journals Setup 2 Start here: Revenue journals · Expense journals · All FAQs: Revenue · Expense To add QuickBooks location to your automated journals, add QuickBooks Classes to your journal settings. Revenue journal settings Use the three dots at the top right of any revenue journals page to ...

This step is for a Salesforce administrator. You'll install the ScaleXP Invoicing package, add your tenant token, and add the ScaleXP Invoicing card to your opportunity page. Part 1: Install ScaleXP Invoicing 1. Open the install link Open the install link: https://login.salesforce.com/packaging/installPackage.apexp?p0=04tgL000000G2YvQAK. When Salesf...

To delete a report on the customer's tab, use “Configure Report.” First, select the report to be deleted in the left sidebar. Then click the “Configure Report" button at the top right. In the menu that appears, click “Delete this report”, found at the bottom. See screenshots below: Click “Configure Report.” 2. Click “Delete this Report.”...

Essential settings When first setting up a new organization in ScaleXP, be sure to customize these settings to get the results you are expecting: Grant access to your team members: How to add team members; inviting others to access your ScaleXP . Set up security settings for the whole team: ScaleXP 2-Factor Authentication . If your financial year en...

In Dashboards tab, select “Add a Chart” Then “Create new chart” Then select “Comparison Chart” Select the data or metric you wish to compare, or use “Formula” to build  new data set.  Note - if using a formula, you may want to create it in the metric library to make it easier to re-select for each year and/or other charts.  See How do I create a new...

This article explains why your future repeating invoice may not be showing as expected on the Customer tab, and how to fix it using placeholders in your Xero or QuickBooks repeating invoice templates so the period flows through into MRR, ARR and deferred revenue reporting on the Customer page. Generally this happens because the start and end dates a...

This article covers the most common reasons your ScaleXP data does not match your accounting system data or is not picking up changes made in your accounting system as expected. These are the two likely reasons your data does not update as expected: Your import start dates are not set far enough back. Your sync time is not set far enough back. You c...

For information on integrating with Xero, see How to integrate Stripe and automate invoice creation in Xero. 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 QuickBooks or, alternatively, to replicate Stripe invoices into ScaleXP and jo...

How does ScaleXP's Stripe integration work?  ScaleXP's Stripe Integration acts as a bridge between Stripe and Xero or QuickBooks.  There are two possible Stripe integration setups in ScaleXP. How to choose which ScaleXP integration is best: Option A - Accounting System: If you prefer to keep detail by customer, invoice and line item within your acco...

This article explains what the Shorten subscription periods by 1 day option in the Stripe configuration does and when to turn it on, so that revenue from Stripe subscription invoices is recognized in the months you expect rather than spilling one day into the next month. Why Stripe periods spill into the next month Stripe ends a subscription period ...

What is the best way to issue a credit note to a Stripe customer? Best practice is to issue a credit note (in Stripe) against the original invoice and issue a new invoice (in Stripe) against the new payment terms with the updated total amount and date range. This practice will ensure that you are not charged twice for the same invoice and create an ...

In Presentations, add a new slide.   See How to add a page to a presentation and Getting started with Presentations: How to create a pack for a meeting; How to create and edit a presentation .  Select your layout. Select “KPI” Add a KPI card....

This article reviews possible reasons you may not see future invoices from HubSpot ScaleXP Invoicing in your MRR or revenue forecast report. To add expected repeating invoices to a Revenue Recognition or MRR or ARR report, select “pending” in the “Configure Report”  options as shown in this screenshot. Ensure that “pending invoices” is selected. Ens...

What are deal tags? Deal tags are data specific to a CRM Deal/Opportunity. These can be mapped from any CRM field/property associated with a Deal/Opportunity in your CRM. You have the option of importing up to two additional Deal fields ("Deal Tags") from your CRM. These are then available for reporting as follows: In Contract reporting summaries (d...

How to create a contract in ScaleXP Using ScaleXP Invoicing ScaleXP Invoicing creates contracts in ScaleXP automatically.  See how to view these in View your Contracts .   Adding a contract manually If you do not use ScaleXP Invoicing or need to add additional deals, you can manually create your contracts in either of two ways: By creating a new con...

Revenue journals · Optional: Usage-based revenue · Connect Microsoft Excel Set up › Connect Google Sheets or Connect Microsoft Excel (or enter manually) › Update Start here · All revenue journal FAQs Connect a Microsoft Excel Online spreadsheet so your usage figures sync to ScaleXP every day. This guide covers copying the template, connecting the sh...

This article describes how to add an existing invoice, an existing repeating invoice schedule or a manual future invoice to your Contracts. To add an invoice or repeating invoice to a contract if you are not using ScaleXP Invoicing Select Customers (in the top nav bar) then Contracts.  Click on the pencil icon to after the contract name to edit it. ...

See How to add live metrics through Google Sheets to set up a Google Sheets integration with ScaleXP. Using Google Sheets data in ScaleXP Once you data is connected, you can use it in any Dashboard chart, Report or KPI definition.  These are then re-usable throughout the system in Presentations and other formulas. To select Google Sheets data, choos...

On the Contracts page, select “Total Contract Value” Then download using the button at the top right of the page....

At the parent company, go to the Customers tab. Select “New Report” (or use “Configure Report” to change an existing one). Select the accounts you wish to include from each subsidiary. Note that the exchange rate used on this page (as on all Customer tab reports) is held constant for each invoice as follows: Translated by your accounting system to t...

To show numbers in a graph, select the data series you wish to edit. Edit all charts on Dashboards.   From here, select or create the chart you wish to edit using the three dots at the top right of the chart and then “Configure Chart.” Open the chart configuration menu To customize charts and graphs go to Dashboards (top bar)> three dots (top rig...

This article explains how to automatically link renewal deals in your CRM to ScaleXP so that renewal contracts and future revenue can be tracked automatically. When configured correctly, ScaleXP detects the relationship between the original deal and the renewal deal, allowing the platform to track contract cycles, renewal status, and future revenue ...

This article explains how to format a report in ScaleXP, either the whole report at once or individual rows. Format an entire report To format an entire report on the Reports tab, use the Format button at the top right of the page. Select from the options shown. Add a % of revenue column Show general ledger account numbers Show in thousands Set deci...

Revenue journals · Deferred revenue 1 of 2 · First month, then as needed Start here › Setup 1 › Setup 2 › Setup 3 › Deferred revenue Also using accrued revenue? Accrued revenue Stuck? See the Revenue journal FAQs Tell ScaleXP which accounts belong in the deferred revenue journal. Do this before your first deferred revenue journal, and come back if y...

Below you’ll find our Getting Started Series and other videos you may find helpful. Feel free to jump around the lists for relevant videos for your business. We value your feedback: email us at support@scalexp.com with any questions or suggestions. Configure your P&L and balance sheet (single company) Configure your P&L and balance sheet (co...

“First Invoice Paid” shows when there is more than one invoice generated on a deal and the first one is paid, but not all invoices. This shows when there is more than one invoice generated (issued/approved, not draft) and the first invoice has been paid but at least one other invoice remains unpaid This never shows if there is only one invoice in th...

To access the AI chart builder, go to Dashboards in ScaleXP and select “New Chart”. Type your request into the box. Specify the data source, chart type, and time period you would like to include and let the chart builder do the rest of the work for you....

If you are asked to create a new organization when you go to the ScaleXP log in screen, it is likely that you have a log in issue.  See below. If you have logged into ScaleXP before If you have logged in to this ScaleXP organization before, you may have done so using a different email address or login method.    If you previously logged in using Xer...

To find out how to sync data, see How to activate an immediate data sync .  How to reduce your data sync time  One way to reduce data sync time is to set ScaleXP to import only 1-2 months of data. This impacts every sync. Just be sure to change this back if you make changes to prior periods of any kind. Other things to consider are: can you reduce t...

To create year on year comparisons, create a new chart or edit an existing one and go to Chart Name & Settings. In Chart Name & Settings, turn the “Comparison period” toggle to on. Select the period for comparison. Choose month, quarter, quarter to date, full year, or year to date. Select number of prior and future periods for each Chart Ser...

You can use any background for your Presentation. Follow these steps. First, save your desired background as a file.   Allowable picture file types are JPG, JPEG, PNG, JPG, WEBP, SVG>Save As and choosing  As an example, you can save a PowerPoint slide using File>Export or File>Save As.  Then select JPEG or PNG as your file type. Next, uploa...

This article explains how to move, delete or resize a graph in a Dashboard. See How to customize a chart for more information on how to edit a chart. See more in Getting started with dashboards and How to create a new chart .  Move a chart To move a graph:  Click Edit at the top right of the Dashboard.   Then click anywhere on the graph until you se...

To add a new Accounting Customer (used for MRR, Contracts, revenue recognition, churn, retention, etc.) go to the Customers tab. On the Customers tab, select the “cog” and then “Add Customer.”   Enter the customer name and “Create Customer” to save. The Customer will be available for selection and reporting throughout the system....

To indent rows in a report, use the “Style row” (paintbrush icon) in the report editor. Go to the report you wish to format.  Click on Edit.    From the dropdown menu, select Edit Report. Click on the row you wish to indent. Various options will appear in the row including the paintbrush icon to indicate “style row”. Click on the Style row (paintbru...

Revenue journals FAQ · Related: Accrued revenue 2: Release accrued revenue Start here · All revenue journal FAQs This article explains how ScaleXP releases accrued revenue that has been booked through ScaleXP, the rules that set the release date, and how releases affect MRR, ARR and IFRS reporting. For the full process - adding accrued revenue, rele...

This article explains how to account for early renewals and early terminations associated with renewals at a different rate This applies correct IFRS principals for an early termination which has not yet been fully recognized but which is terminated by mutual consent and superceded by a new agreement and payment. Option 1. Create an explicit custome...

This article explains how to create a graph showing your forecast revenue.  It combines invoiced revenue recognition with probability-weighted CRM and contracts information on pending invoices for closed deals, expected renewals, and new sales in progress.   To create a forecast chart, you must first ensure you have the component parts set up in the...

After implementing the Stripe integration, how do I easily view and check the invoices created from Stripe? Note: 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 review invoices issued in a given month, go to Journals>Review al...

Expense journals · Accruals · Every month Start here › Setup 1 › Setup 2 › Accruals Also using prepayments? Prepayments 1 Stuck? See the Expense journal FAQs Accruals record costs you have incurred but not yet been billed for. ScaleXP suggests them from your bills and billing patterns, then releases them when the bill arrives. Work through the three...

Looking to bring across many historic invoices at once? See ScaleXP Invoicing: importing invoices to HubSpot deals for all of the import options. This article shows you how to attach an existing invoice from Xero or QuickBooks to any HubSpot deal using ScaleXP Invoicing, so that the invoice counts toward the deal value in HubSpot and ScaleXP and flo...

This guide shows you how to set up metrics in ScaleXP by configuring revenue recognition for SaaS metrics, creating MRR and ARR reports, adding other metrics and data sources such as CAC, Google Sheets and CRM data, reviewing and editing metric definitions, and building the reports, dashboards and board packs that use them. Set up this way, your ARR...

Revenue journals FAQ · Related: Setup 1: Configure and validate revenue recognition Start here · All revenue journal FAQs This article answers the questions: Why doesn't my reported revenue match my revenue recognition report on the Customers page? My deferred revenue journal balances, yet my revenue recognition doesn't match my Xero or QuickBooks f...

  For information on integrating with QuickBooks, see How to integrate Stripe and automate invoice creation in QuickBooks. 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 or, alternatively, to replicate Stripe invoices into ScaleX...

ScaleXP supports both accounting and CRM-based data fields to help you run more detailed reporting. These fields help you understand not just how much revenue you have, but where it came from, what drove it, and how it should be grouped for analysis. By adding them, you can segment revenue, contracts, customers, and actuals using the dimensions that...

Revenue journals · Optional: Usage-based revenue · Connect Google Sheets Set up › Connect Google Sheets or Connect Microsoft Excel (or enter manually) › Update Start here · All revenue journal FAQs Connect a Google Sheet so your usage figures sync to ScaleXP every day. Use formulas, links to other data, or manual entries in the sheet; ScaleXP update...

To create or add a ScaleXP entity without also adding a live accounting integration, use the ScaleXP Google Sheets for Trial Balances to add data. Note that this approach can also be used to set up a dedicated “consolidation adjustments” entity.  See How to add consolidation adjustments .  Data added via the Trial Balances connection will be availab...

You can add a ranked list of customers to any Dashboard or Presentation. This will automatically sort from largest to smallest in value terms and can include monetary value, percent of total, or both. You can do this for any report on the Customers tab and for any of the summary categories seen there: Active Customers New Customers Lost Customers Up...

This article covers all the settings and configuration you need in order to automatically create QuickBooks Online invoices direct from HubSpot. If you're just getting started and want a video walkthrough and more information, take a look at our article ScaleXP Invoicing: (Step 2) Invoicing Setup and Data Mapping with HubSpot Invoicing .  How to set...

Introduction The Revenue Forecast in ScaleXP gives you an up-to-date view of future revenue using live data pulled from your CRM, billing system and accounting platform. It eliminates manual spreadsheet work and delays that make revenue forecasts quickly out of date. Instead, scenarios update in real time and can be flexed with assumptions in second...

Expense journals FAQ · Related: Prepayments 1: Select your prepayments Start here · All expense journal FAQs Merge suppliers when the same supplier bills you under different names, so their bills are treated as one supplier in your expense journals. Merge suppliers On the Journals tab, open any expense journal page. Click the three dots at the top r...

Expense journals · FAQs Start here › Setup 1 › Setup 2 › then Prepayments, Accruals, or both Find your question by the problem you have. New to expense journals? Read Start here: Automate expense journals first. Something doesn't match Why can't I post my prepayments journal? How to reconcile your prepayments balance with Xero or QuickBooks As spent...

Some reports in ScaleXP allow you to filter invoices by “invoice status.”   This can be helpful for reducing the volume of invoices and credit notes to be reviewed, for example when accruing revenue based on existing invoices, or when looking to distinguish between invoices in the accounting system and those not yet there. The table below explains t...

When to use this Use this when you need to post adjustments outside your operating entities - entries that do not belong in any individual subsidiary but must appear in consolidated reporting. Common examples under IFRS and US GAAP include: Goodwill Fair value adjustments at acquisition Acquisition equity elimination Group accounting policy alignmen...

How to set up subgroup level 2 For an overview of setting up groups and subgroups, see How to configure your P&L and Balance Sheet in ScaleXP (single company)  or How to configure your P&L and Balance Sheet in ScaleXP (consolidated company) .  Specifically for Subgroup Level 2: Go to Load Data, Configure P&L, BS,  Select the accounts for...

When you first set up ScaleXP Invoicng, you will have chosen between two invoice status settings: “Finance Team” which creates invoices in draft status for approval by finanance or “Sales Team” which creates invoices in final approved status in Xero. You can swtich between these settings at any time. Just go to your Invoicing Dashboard: https://app....

This article explains how to create a budget for metrics using Google Sheets and upload it into ScaleXP. Once uploaded, ScaleXP will automatically match your budget to actuals so you can report budget vs actuals across dashboards, reports, and board packs. Overview of the process Creating a budget for metrics using Google Sheets follows three essent...

This article walks you through the New supplier bills page in ScaleXP. Use it to check that all expected bills for the month are present, review and adjust expense recognition dates, find a missing bill, and download a list of bills for the month - a useful cross-check before you post your expense journals. To open it, go to Journals > Month-End ...

Revenue journals · Setup 2 of 3 · One-time, for deferred and accrued revenue Start here › Setup 1 › Setup 2 › Setup 3 › then Deferred revenue, Accrued revenue, or bothStuck? See the Revenue journal FAQs Before your first journal, choose a start month, check ScaleXP holds every invoice behind it, and line up your opening balances. Complete the sectio...

This article provides an overview of how to: Add an invoice to a contract Remove an invoice from a contract Merge contracts Split a contract Delete contracts Change contract start date Change contract end date Change contract values To find out how to view the contracts you have, see View your Contracts: An overview of Contracts in ScaleXP .  To get...

If you have multiple entities generating invoices for your sales, you will likely want to connect multiple Xero or QuickBooks accounts to your HubSpot deals. ScaleXP invoicing fully supports this functionality.  This article explains how to set it up. How to get set up First, ensure you have the correct access Ensure that you have been granted acces...

Expense journals FAQ · Related: Accruals: Add, release, and post accruals Start here · All expense journal FAQs Most accruals don't need a release date: ScaleXP releases them automatically when the supplier's bill arrives. Set an auto-release date only when no bill is expected, such as bonuses or commissions. Set an auto-release date When adding an ...

This article explains how to handle upsells, cross-sells, and downgrades from an existing HubSpot deal in ScaleXP Invoicing, including how to bill the current-period change and decide where future invoice updates should be made. Overview When a customer changes their contract, whether through an upsell, cross-sell, or downgrade, we recommend updatin...

Expense journals FAQ · Related: Accruals: Add, release, and post accruals Start here · All expense journal FAQs ScaleXP will automatically detect supplier bill line items which have similar recognition dates and supplier names as your accruals and auto-match them.   A matched line item will automatically release the associated accrual at the time of...

To add an ARR budget to a graph, follow these steps: 1.Upload a budget which includes MRR.  See How to add a budget or forecast and be sure to include “Customers and Churn” in your template. 2. Create an MRR metric, if one does not already exist.   See How do I create a new metric in the metric library?     Give it a name like “MRR Metric."   Select...

1. Set up access and organization settings To begin consolidation, your group structure must be created in ScaleXP. Your Parent Organization sits at the top level of reporting and controls the consolidated view. Subsidiaries are added beneath it. Step checklist: Add a parent and subsidiaries in ScaleXP Connect each subsidiary to its accounting platf...

This article explains how to add data to ScaleXP through Google Sheets for use in reporting. For using Google Sheets to update revenue recognition for usage based accounts, see Usage-based revenue: Connect Google Sheets  ScaleXP allows you to integrate with data and KPIs from outside your accounting system and CRM.  You can add live metrics through ...

Expense journals FAQ · Related: Prepayments 1: Select your prepayments Start here · All expense journal FAQs You have the choice of reviewing just issued bills or also including other expense types such as cash payments, credit card transactions and other types of spent money recorded in your accounting system. Our cost recognition module now includ...

This article explains three ways to report on one or more subsidiaries within a consolidated company in ScaleXP, and how to add a column showing eliminations. Option 1: Instant report by entity This is the easiest option and is useful for seeing the split of each entity individually as well as how it contributes to the whole. Create the report Go to...

To edit an existing chart click on the three dots at the top right of the chart 2.  Select “Configure Chart”  3. In the left sidebar, click on the name of the chart series you wish to edit. 4. Click on “Date range” and then click on “Fixed start date” .    5. Set the start date.    Actuals will automatically populate from the start date to the repor...