ScaleXP CRM Integration Best Practices

Marjorie Jackson
2025-07-14T12:25:20Z

Using ScaleXP, you can connect your CRM deal data with accounting data, creating a single source of truth for revenue and forecasting across your business.

This article outlines best practices to ensure your CRM integration with ScaleXP captures the key data required for:

revenue forecasting,

contract tracking, and

renewal management.

This article outlines key steps for cleaning your data as part of a CRM integration with ScaleXP.

For help installing and setting up HubSpot Invoicing, start with How to set up ScaleXP Invoicing (Step 1): Installing the Invoicing module .

To connect and configure your CRM connection in ScaleXP, see How to connect your CRM (HubSpot, Salesforce or Pipedrive) to ScaleXP for subscription management and reporting

Tip 1: Create separate Pipelines for New Sales and Renewals in your CRM

Separating pipelines allows you to clearly distinguish between:

• New business opportunities
• Customer renewals

This improves both forecast accuracy and renewal visibility:

If all deals exist in a single pipeline, it becomes difficult to apply realistic probability weights for different types of Deals (Opportunities), making forecasts less accurate.

Separating new business from renewals may also help in monitoring success within sales versus customer success teams.

Your CRM help documentation will explain how to create Pipelines.

Tip 2: If your CRM Data is messy, start by cleaning Closed Won Deals

Many companies find that their CRM contains incomplete or inconsistent data. Cleaning the entire CRM can be overwhelming.

Instead, start by ensuring that Closed Won Deals (Opportunities) contain complete contract data.

At a minimum, the following fields should always be captured:

Total Contract Value (TCV)

Contract Start Date

Contract End Date

ARR (if relevant for your company)

Product or Plan Purchased (ScaleXP Invoicing customers only - see Tip 4.)

These fields form the core data required for forecasting and contract management in ScaleXP.

Note that all of these fields are captured automatically when using our HubSpot Invoicing integration.

When captured consistently, they enable:

• Accurate revenue forecasting
• Clear contract timelines
• Reliable renewal tracking

Over time, you should ensure that these fields are consistently populated across all deals.

We also highly recommend creating a field for Renewal Deal Reference. See below.

Tip 3: Auto-create Renewal Deals and link them

To track renewals effectively, your CRM should automatically create renewal deals when a contract is confirmed.

In many cases, the ideal trigger is when the first invoice is sent or paid, since this confirms the contract has started.

Your CRM workflow should then:

• Automatically create the renewal deal
• Place the deal in the Renewals pipeline
• Link the renewal deal to the original contract deal

This ensures that every contract has a future renewal opportunity associated with it, preventing renewals from being missed.

Once renewals are linked, ScaleXP can automatically:

• Track upcoming renewals
• Include renewals in revenue forecasts
• Monitor the full lifecycle of each customer contract

See How to Auto-Link Renewal Deals in ScaleXP.

Tip 4: Ensure the SKU or Product Code matches between CRM and accounting Products (if relevant)

This is relevant for ScaleXP Invoicing customers only.

To automate invoicing and ensure financial data flows correctly between systems, the SKU or product code should match between your CRM products and your accounting products.

When SKUs are aligned:

• Invoices can be generated automatically from CRM deals
• Revenue is recorded against the correct accounting product
• Financial reporting remains accurate and consistent

This ensures that your business maintains a single source of truth for revenue and forecasting.

See ScaleXP Invoicing: (Step 2) Invoicing Setup and Data Mapping with HubSpot Invoicing

Summary

A well-structured CRM provides the foundation for accurate forecasting, efficient operations, and scalable growth.

By following these best practices you can:

• Separate new sales and renewals
• Ensure clean contract data
• Automatically create and track renewal deals
• Connect CRM products with accounting products

Together, these practices allow ScaleXP to combine CRM and accounting data into a single source of truth, enabling reliable revenue forecasting and financial visibility across your business.