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 use ScaleXP Invoicing for Hubspot to issue your invoices.
When deals/opportunities are set to Closed Won in your CRM, ScaleXP attempts to find an invoice that matches the deal/opportunity. On the left side, you'll see a list of Closed Won deals/opportunities, on the right a list of Issued Invoices. If ScaleXP finds a match, the row is white, if ScaleXP does not find a match, the row is Orange.
In the top right you have a few options to filter this page.
| Field | Description |
| Date Filter | Choose the date range for Closed Won deals/opportunities. |
| Deals by invoices | If you configured this field when setting up your CRM in ScaleXP, you can filter to only show deals/opportunities that should result in a single invoice (12 month term with an annual invoice) or multiple invoices (12 month term with monthly invoices). You would need to indicate this in a custom field on your CRM deal/opportunity. Single invoice deals should be easier to deal with so you may want to filter to these to scan the list and ensure a match and quickly approve the matches. Multiple invoice deals will require building out the expected invoice schedule and may take more time and review. |
| Filter by Pipeline | You can limit this to just new sales or renewals for better isolation. |
When you've properly filtered the page, you're now ready to process the matches.
Ensure the invoice ScaleXP has matched to the deal is correct. If so, click the check box between them.
If the invoice matches the deal amount exactly, the match is complete, the row turns green and a Contract is created using the invoice parameters.
If the invoice is less than the deal amount, another modal will pop up for you to create the pending invoice schedule for the remaining expected invoices on this contract.
If you've congfigured ScaleXP with the fields in this window and you've populated these fields on the deal, they will be populated accordingly.
| Field | Description |
| Start Date | When this Contract should Start |
| Term in Months | How long this Contract will run for |
| Invoice Frequency | How frequently you will be issuing invoices for this deal. The term in months must be compatible with the invoice frequency. (You can't choose 4 months and Quarterly) |
| Contract Value | The total value of all the invoices you expect on this deal. |
The parameters make it possible to create very simple invoice schedules for your contracts but you have full control to create, delete and modify the invoice schedule in the next step.
The "Add Booked MRR" button at the bottom allows you to recognize "Interim" MRR between the current date and when the contract is expected to start. This is in case you'd like to record this customer in your total customer count and MRR, even before you're actually earning revenue from them. While not common, some businesses record these as customers in their SaaS metrics because they have an agreement in place.
Do not use this feature if you only count this customer and the associated revenue based on the invoices.
| Field | Description |
| MRR Start Month | The month which you'd like to start recording MRR for this customer for SaaS Metric Reporting. Must be before the Contract Start Date |
| Booked MRR value | The monthly amount you'd like to record for this customer in the interim between the MRR start month and the Contract Start Date. |
Note in this example a start date of 01/05/2024, a term of 12 months, invoiced monthly for £12,000. We have issued the 1st invoice for this contract and expect 11 more based on these parameters.
Clicking Next will progress you to the next step where you review and validate the invoice schedule. Here you'll see that based on the logic you input in the previous step, ScaleXP has created 11 pending invoices and appropriately set the end date.
Here, you can add/remove/change the pending invoices and the start date and end date before saving. You can also include other issued invoices into this contract using the "Add Issued Invoice" button at the bottom.
When you're happy with the complete Invoice Schedule, click Save. You'll now see that row turn green in Invoice Matching, a Contract has been created on the Contracts tab and a Renewal has been created on the Forecast Renewals Tab.
Invoice Matching
