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 are missing from the line item description. Every invoice line — whether it is a one-off invoice or a future invoice from a repeating template — needs its own period inside the line item description so ScaleXP can spread the revenue across the correct months.
Every invoice line — whether it is a one-off invoice or a future invoice from a repeating template — needs its own start and end dates inside the line item description so ScaleXP can spread the revenue across the correct months.
Use placeholders in your Xero or QuickBooks repeating invoice templates to solve this problem.
Xero placeholder examples
Xero supports placeholders within repeating invoice templates. A strong approach is to include the billing month or year directly in the invoice description.
Available placeholders (use the exact square-bracket form):
[Week] — current week number
[Month] — full month name (e.g. June)
[Year] — four-digit year (e.g. 2026)
[Month Year] — full month and year combined
[Week Year] — week number and year combined
You can shift any placeholder forwards or backwards with +N or -N, for example [Month+1] for next month or [Year-1] for last year.
Example 1 — Monthly subscription
Template description:
ScaleXP Subscription - [Month] [Year]
Generated invoices:
ScaleXP Subscription - June 2026
ScaleXP Subscription - July 2026
ScaleXP Subscription - August 2026
Example 2 — Annual contract
Template description:
Annual Support Contract - [Year]
Generated invoices:
Annual Support Contract - 2026
Annual Support Contract - 2027
Example 3 — Service period wording
Template description:
Managed Services for [Month] [Year]
This gives ScaleXP much clearer period recognition for reporting and revenue scheduling.
For the formats ScaleXP recognises, see What to do if the system is not recognising revenue dates correctly.
QuickBooks placeholder examples
QuickBooks recurring templates can also benefit from dynamic date wording. Depending on your setup and version of QuickBooks, placeholders or smart date references may be available through recurring transaction templates or integrated workflows; many customers achieve the same outcome by setting the period explicitly when each template is issued, or by automating it through their connected billing workflow.
Example 1 — Monthly billing
Template description:
Cloud Hosting Services - June 2026
Generated dynamically through recurring template logic or connected billing workflows.
Example 2 — Renewal invoices
Template description:
CRM Subscription Renewal - FY2026
This helps ScaleXP distinguish renewal activity from historic billing.
Example 3 — Usage-based billing
Template description:
API Usage Charges - May 2026
This improves customer reporting and recurring revenue tracking.
Further explanation — Contracts page vs Customer page
The Contracts page and the Customer page look at the same underlying invoices, but they read dates from different places — which is why a future repeating invoice can appear in one view and not the other.
The Contracts page (the consolidated view) reads the invoice at total invoice level and uses the dates from the linked HubSpot, Pipedrive or Salesforce deal to summarise the contract period. As long as the deal carries start and end dates, future invoices from a repeating template will show up here.
The Customer page reads invoices at line item level. The start and end dates for each line come from the line item description itself, not from the deal summary or the invoice header. If a future invoice’s line item description has no period text, the revenue cannot be spread — so it either lands entirely in the issue month or is excluded from the report.
For more on how ScaleXP reads dates from line items, see What to do if the system is not recognising revenue dates correctly.
If your future invoices are generated through ScaleXP Invoicing in HubSpot, the ScaleXP team can configure the period wording on your behalf once you have agreed the format — book a call with us and we’ll set it up. You will still need to update your existing Xero or QuickBooks repeating templates separately so the period flows through on future issues.