This article answers the most common questions from Salesforce users about connecting Salesforce to ScaleXP: what access ScaleXP needs, what it reads from Salesforce, how opportunities become contracts on the contracts page, and how to view and change those contracts once they exist.

For the full setup walkthrough, see An overview of subscription management and renewal tracking in ScaleXP: Getting started with CRM integration and CRM integration: how to map CRM data in ScaleXP.

What level of access does ScaleXP need to Salesforce?

ScaleXP connects to Salesforce through an authorized Salesforce user and reads opportunity and account data from that user's org. It does not create or modify records in Salesforce. If you use ScaleXP Invoicing, invoice details are shown in the ScaleXP Invoicing card on the opportunity, but no Salesforce records are changed.

1. Use a Salesforce user with API Enabled and read access to the Opportunity and Account objects, including any custom fields you plan to map in Configure, such as Contract Start Date, Contract End Date, Annual Contract Value or ARR, Contract Term for Deals Closed Won, Invoice Frequency and Renewal Deal Reference. We recommend a dedicated integration user or a system administrator, so the connection keeps working if individual users' access changes.
2. In ScaleXP, go to Load Data > Connections > + Add a Connection, select Salesforce, and authorize with that user.
3. Click Sync now to pull your data.

Note: If you have more than one entity, connect Salesforce in the parent organization. A single entity connects Salesforce in its own organization. Your Salesforce currency must match the currency of your ScaleXP organization. ScaleXP supports a single CRM connection per organization, but you can invoice through more than one accounting entity.

What does ScaleXP read from Salesforce?

For each opportunity within your import window and selected pipelines, ScaleXP reads: the opportunity name and account; Amount, used as total contract value (TCV - not configurable); Close Date (or, if you choose, the date the opportunity moved to Closed Won or Closed Lost); Stage; Record Type and Type; and any opportunity fields you map in Configure - contract start date, contract end date, annual contract value or ARR, contract term, invoice frequency, renewal deal reference, and up to two deal tags.

See CRM integration: how to map CRM data in ScaleXP for what each mapped field is used for, and ScaleXP CRM integration best practices for how to structure your Salesforce fields.

Which opportunities are imported?

1. Data imported from sets the earliest close date imported. Include every opportunity you need for renewals, forecasting and reporting; very large data sets slow down each sync.
2. Pipelines: for Salesforce, you select from Record Types and Types on the Opportunity object and assign each to New Customers or Renewals. Any record type or type not assigned to either category is not visible anywhere in ScaleXP.
3. Stages: every stage in the selected pipelines is imported by default. Click Exclude next to any stage you want left out of forecasts and reports.

Open these settings from Load Data > Connections > three dots on the Salesforce card > Configure.

How is the contracts page populated?

For Salesforce customers, contracts are created automatically. When an opportunity in one of your selected pipelines is Closed Won (and its close date is on or after your Data imported from date), ScaleXP creates a contract for it on the next sync and builds a schedule of future invoices from the opportunity's mapped fields - contract start and end dates, annual contract value or ARR, and invoice frequency.

1. Map contract start date, contract end date, ACV or ARR and invoice frequency in Configure so the schedule is accurate.
2. Invoices not linked to Salesforce: ScaleXP creates contracts from your Salesforce opportunities, so you don't normally need to add them yourself. If you have an invoice that isn't linked to a Salesforce opportunity and want it included, click Add Contract on the Contracts page. You'll then need to add its invoices manually. See How to add a contract.

If you also use ScaleXP Invoicing with Salesforce, invoices you push from the opportunity are created in Xero or QuickBooks Online from its line items and automatically matched to the contract in ScaleXP. See Step 2: Prepare Salesforce for ScaleXP Invoicing and Step 1: Install ScaleXP Invoicing in Salesforce.

If a contract you expect is missing, check that its opportunity is Closed Won, its record type or type is assigned to New Customers or Renewals in Configure, its stage is not excluded, and its close date is within the import window - then click Sync now on the Salesforce connection.

Each contract holds the contract start and end dates, past and future invoices, the associated accounting customer, and the billing term and frequency. Contracts drive the Renewals schedule and sales forecasts - see View/manage your renewals schedule.

Where do contract values and dates come from?

• Original contract value - the Salesforce opportunity Amount, or the value entered manually for a contract with no linked opportunity.
• Current contract value - the total of all invoices on the contract: scheduled future invoices from the opportunity plus any issued invoices linked to it. In consolidated companies it is held in the subsidiary's currency and translated at the parent company's invoice rates - see FX rates: what foreign exchange rate is being used?
• Contract start date - the Salesforce field mapped as contract start date in Configure.
• Contract end date - the Salesforce field mapped as contract end date. Once issued invoices are linked, the end date reflects the latest end date of the invoices on the contract.

How do I view contracts?

1. Go to Customers > Contracts.
2. Filter by Status, or search by customer. To add up to two more filters from Salesforce, set up deal tags: go to Load Data > Connections, click the three dots on the Salesforce card, select Configure, and choose the fields under Deal Tags (optional). See Deal tags: How to add new fields to contracts and CRM reporting.
3. Click Save filters to keep your view, and Configure Columns to choose which columns are shown.

How do I change a contract?

A contract created from a Salesforce opportunity is read only in ScaleXP: its customer, dates, values and invoice schedule come from the opportunity. Open the contract by clicking the pencil icon on its row on the Contracts page - the Edit contract invoices dialog shows the message "This contract is read only. To change it please use Salesforce and links below."

• Change dates, value or frequency - click Open in Salesforce on the contract or invoice row, update the opportunity fields in Salesforce, then click Sync now on the Salesforce connection. The contract and its schedule update on the next sync.
• Attach an issued invoice - click Add Issued Invoice in the dialog. See How to add an invoice or repeating invoice to a contract if you are not using ScaleXP Invoicing.
• Add a repeating invoice - click Add Repeating Invoice in the dialog for billing that is not represented in the opportunity.
• Modify an issued invoice - change it in your accounting system, then sync.
• Move an invoice between contracts - update the opportunity in Salesforce, then click Sync now on the Salesforce connection.
• Merge or split contracts - because Salesforce contracts mirror opportunities, merge or split the opportunities in Salesforce and sync. A contract can have only one accounting customer, so merge duplicate customers in your accounting system first (at subsidiary level in consolidated companies).
• Delete a contract - click the trash icon at the right of the contract's row. If the opportunity is still Closed Won in a selected pipeline, the contract is recreated on the next sync; change the opportunity or exclude its stage instead.

Do changes in ScaleXP sync back to Salesforce?

No. Changes to contracts, invoices, values and dates in ScaleXP stay in ScaleXP and are not written back to Salesforce. Changes to invoices in Xero or QuickBooks show in the ScaleXP Invoicing card on the opportunity, once a day or when you click Sync to Salesforce. See ScaleXP Invoicing: Data fields synced back to Salesforce.

Related articles

• Start here: Automate invoicing from Salesforce
• Step 1: Install ScaleXP Invoicing in Salesforce
• Step 2: Prepare Salesforce for ScaleXP Invoicing
• Step 3: Map Salesforce fields to ScaleXP Invoicing
• Step 4: Send your first invoice from Salesforce
• An overview of subscription management and renewal tracking in ScaleXP: Getting started with CRM integration
• CRM integration: how to map CRM data in ScaleXP
• ScaleXP CRM integration best practices
• View your contracts: An overview of contracts in ScaleXP
• Updating contracts: how to make changes to contracts in ScaleXP (not using ScaleXP Invoicing)
• How to add a contract
• How to add an invoice or repeating invoice to a contract if you are not using ScaleXP Invoicing
• How to auto-link renewal deals in ScaleXP
• View/manage your renewals schedule
• Data fields for advanced reporting