Why invoice matching is important

Invoice matching allows you to compare booked versus billed deals and to create contracts in ScaleXP, linking your invoicing to your CRM deals and renewals.

If you have ScaleXP Invoicing, you can skip this step.   Instead, see Updating Contracts: How to make changes to contracts in ScaleXP (using ScaleXP Invoicing) 

If you are using a CRM connection without ScaleXP Invoicing, this step is critical in creating Contracts and Renewals.

Invoice matching allows you to match issued invoices to Closed Won deals/opportunities, enabling the following:

• viewing of booked versus billed deals
• building out your list of Contracts
• generating your Renewals Schedule.

Once you have completed Invoicing Matching, see

• View and Manage your Contracts and
• View/Manage your Renewals Schedule 

How to set up Invoice Matching to create Contracts in ScaleXP

Step 1 - Open the Invoice Matching page

You can find the invoice matching report on the Customers tab> Invoice Matching (left sidebar, CRM section).  See screenshot below.

This is the page to use to match deals imported from your CRM system with associated invoices.

Important:

• Only CRM deals which are associated to invoices on this page will show up in Contracts.
• Only deals which show up in Contracts will show up in Renewals.

Step 2 - Use filters at the top right to select relevant Deals

You can filter as follows:

• Date range = the date the deal / opportunity was closed
• Pipeline = Pipeline in your CRM; choose one or many.

You will see a list of CRM deals on the left and a list of invoices on the right.

The deals appear in this order:

1. Automatched deals first - in white, alphabetically by Deal name - these are auto-matches not yet confirmed by you
2. Deals not matched (orange) or confirmed as matches (green), alphabetically by Deal name

How this page works:

• When deals/opportunities are set to Closed Won in your CRM, ScaleXP attempts to find an invoice that matches the deal/opportunity. 
• If ScaleXP finds a match, the row is white, if ScaleXP does not find a match, the row is Orange.

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 a schedule for the expected future invoices on this contract to reach the correct total amount.

You can add additional invoices here:

• Add Issued Invoices - to find additional matches from your accounting system
• Add Future Invoices - to add invoices not yet issued but included in the contract.

When you're happy with the complete Invoice Schedule, click Save. 

You'll now see that row turn green in Invoice Matching.

This means a Contract has been created on the Contracts tab and a Renewal has been created on the Forecast Renewals Tab.

Example:

• Here is an example of matched deal in Invoice Matching: