An Overview of Subscription Management and Renewal Tracking in ScaleXP: Getting Started with CRM Integration

Marjorie Jackson
2025-07-14T12:25:17Z

Overview: what you can do with your CRM integration with ScaleXP

This article explains how to configure your CRM so it works correctly with ScaleXP.

It applies to:

• HubSpot (with or without the ScaleXP Invoicing module)
• Salesforce
• Pipedrive

When configured correctly, your CRM becomes the source of contract and subscription data, while your accounting system remains the source of invoices and financial transactions.

This setup allows ScaleXP to automatically:

• Send deal and contract data from your CRM into ScaleXP
• Generate invoices from CRM deals (when using the ScaleXP Invoicing module)
• Track contracts and subscription renewals
• Keep CRM, billing, and accounting data aligned

Correct CRM configuration is essential for accurate forecasting, subscription management, and automated revenue workflows.

How the CRM integration works

ScaleXP reads deal data directly from your CRM, including information such as:

• Deal value
• Contract start and end dates
• Products or SKUs
• Renewal relationships between deals

ScaleXP combines this CRM data with accounting data from your accounting system to create a unified revenue dataset.

Once configured, ScaleXP can automatically:

• Track contract values
• Generate revenue recognition schedules
• Forecast future revenue
• Monitor upcoming renewals
• Link renewal contracts to previous contracts
• Align CRM deal data with accounting invoices
• Report on contract value, pipeline, and future revenue

This allows ScaleXP to track the full lifecycle of your customer contracts, from initial sale through renewal.

Before you connect

For best practice in how to structure your CRM data, see ScaleXP CRM Integration Best Practices.

If using ScaleXP Invoicing, also see How to set up ScaleXP Invoicing (Step 1): Installing the Invoicing module.

Step 1: Connect HubSpot, Salesforce or Pipedrive to ScaleXP

Connect your CRM system to ScaleXP and ScaleXP Invoicng.

See detailed instructions in CRM Integration: How to map CRM data in ScaleXP.

See also How to set up ScaleXP Invoicing (Step 1): Installing the Invoicing module.

Step 2: Map your CRM data in ScaleXP

Next you need to configure your settings to map your CRM fields to ScaleXP.

Helpful hints on your CRM setup and key fields can be found in ScaleXP CRM Integration Best Practices.

See detailed instructions in CRM Integration: How to map CRM data in ScaleXP.

Step 3: Set up Contracts

Setting up Contracts in ScaleXP is key to getting useful reporting.

How to set up Contracts in ScaleXP

There are three possible ways to create a Contract in ScaleXP

1. Automatically via ScaleXP Invoicing

2. By matching CRM deals to accounting invoices in Invoice Matching - see Invoice Matching (Booked vs Billed): How to Create Contracts in ScaleXP linked to your Invoices and CRM Deals

3. By adding manually and attaching to invoices on the Contracts page; see How to add a Contract.

See also View your Contracts: An Overview of Contracts in ScaleXP.

Where to find CRM reports

On the Customers tab, you will see these key reports

Contracts

Renewals

New Sales in Progress.

Invoice Matching (if not using ScaleXP Invoicing)

You will also gain access to the Forecast tab in ScaleXP and the ability to create metrics, reports, dashboards and presentations using your CRM data.

Note:

If you are not using ScaleXP Invoicing, the Contracts will be blank until you create them.

Best Practice:

Unless all of your deals are 12 month deals starting on the "Close Date", we highly recommend mapping Contract Start and Contract End dates so that open deal forecasts will be spread over the appropriate term. You can use automations in your CRM to populate those fields with relative dates if necessary.

Step 4: Set up reporting

Once your CRM sales pipelines and stages have been configured in ScaleXP, this information will be available in pre-configured reports as well as for your own customised uses.

See also Data Fields for Advanced Reporting.

On the Reports page, you can add Pipeline and Stage detail to any report including (but not limited to) the information listed under Dashboards below.

On the Dashboards page, you can select pre-configured visualisations of sales and renewal data such as the following:

Sales Funnel: Contract Value in Progress

Sales Funnel: Deals in Progress

Sales Funnel: Contract Value Won & Lost

Sales Funnel: Deals Won & Lost

Renewals: Deals Won & Lost

Deals Won: Contract Value

Renewal Retention Rate % (ACV of deals)

Renewal Retention Rate % (# of deals)

You can also create your own reports using any combination of CRM, Customer page and financial data as well as any defined metrics. See:

Getting started with Reports: how to create and edit a report

Getting started with Dashboards , and

What is the ScaleXP Metric Library?