CRM Integration: How to map CRM data in ScaleXP

Marjorie Jackson
2026-03-15T18:41:21Z

Getting started with ScaleXP CRM Integration

See An Overview of Subscription Management and Renewal Tracking in ScaleXP: Getting Started with CRM Integration for an overview of steps to get you started integrating with Salesforce, Pipedrive or HubSpot.

This article describes specific steps to link and map the systems.

Step 1: Connect HubSpot, Salesforce or Pipedrive to ScaleXP

Connect your CRM system to ScaleXP

For consolidated companies, CRM connections are made in the parent company.

Your CRM currency must match the currency of your ScaleXP organization.

Ensure you have the correct permissions (for example, in Hubspot it is "App Marketplace Access").

Go to Load Data (top navigation) > Connections (left sidebar).

Click on the large square button: + Add a Connection.

Select your CRM from the options shown;

Authorize the connection using your CRM credentials

Use the Sync button to connect your data.

Note:

ScaleXP Invoicing customers should also connect the invoicing module. Contact support@scalexp.com and see 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.

Open the Configure menu.

Go to Load Data (top navigation menu) > Connections (left sidebar) > 3 dot menu on CRM > Configure

Set your start date and field mapping

Note: If you are using ScaleXP Invoicing, you should set that up first, then proceed to map the data fields. This is because ScaleXP Invoicing will automatically create relevant fields for you to map to ScaleXP.

Set the date from which you wish to import Closed/Won deals: Data imported from

You may also choose to change the default Close Date

Then select from Deal/Opportunity properties to teach ScaleXP how to read the data.

Note that Total Contract Value (TCV) is imported automatically and not configurable.

You also have the option of importing up to two additional Deal fields ("Deal Tags").

Here is how this information is used:

Data Imported from

Import start date: This will determine which deals are imported and updated. Include any deals which you need to track for renewals, forecasting, reporting, etc. Note, however, that very large data sets will significantly impact load times whenever data is synced.

Close Date in ScaleXP

Close Date: By default, we use the visible Close Date for deals in the CRM. If you prefer, you can change this to use the date-stamp for when the deal was moved into a Closed Won or Closed Lost Stage. These do not always align.

Map your CRM fields

Contract Start Date: Revenue start date of the contract (Date). This is used for generating Renewals. If none is mapped, the system default is to use the deal Close Date (as configured above). This is generated automatically by ScaleXP Invoicing; for other customers, it enables easier Invoice Matching.

Contract End Date: Revenue end date of the contract (Date). This is used for generating Renewals. If none is mapped, the system will default to use the Contract Start Date + Contract Term (default of 12 months if none mapped). This is generated automatically by ScaleXP Invoicing; for other customers, it enables easier Invoice Matching.

Annual Contract Value or ARR: This is used for generating Renewals.

Contract Term (optional): Length of contract in months. If none is mapped, this defaults to 12 months for all deals. This is used for generating Renewals if no Contract End Date is provided. This is generated automatically by ScaleXP Invoicing; for other customers, it enables easier Invoice Matching.

Invoice Frequency - This is used for Forecasting. It defaults to Monthly if no other field is mapped. This is generated automatically by ScaleXP Invoicing; for other customers, it enables easier Invoice Matching.

Renewal Deal Reference - This is used for generating Renewals. See How to Auto-Link Renewal Deals in ScaleXP.

Deal Tags (optional) - See How to Add Deal Tags.

Map these fields in the screen as shown below.

Note:

Total contract value (TCV): This is the total value of recurring and non-recurring revenue over the life of the contract (not annually) and is taken from your CRM system. It is not configurable. If you are using ScaleXP Invoicing, this value is created automatically when you generate invoices from your HubSpot deal. For other customers, this is the total deal amount generated by your system, as shown in your CRM. For example, “Amount” Deal Property in HubSpot. These values are available in ScaleXP reporting under CRM metrics such as Deals Won, Deals Lost, and Average Contract Value. Details can also be found on the Contracts page of ScaleXP. See more about Contracts in ScaleXP in View your Contracts: an overview of Contracts in ScaleXP.

Select Pipelines to include

When first configuring your CRM connection, you need to inform ScaleXP which deals are considered new sales and which are renewals.

New sales pipeline(s) (as many as you want to track): New sales includes deals with new customers as well as upsell/expansion deals with existing customers.

Renewals sales pipeline(s) (as many as you want to track): Renewals are existing contracts up for renewals.

If you have an upsell pipeline, we recommend including it in the New Sales category.

In each section (shown below), use the dropdown at the top right to select the pipelines from your CRM to map into each category.

Note: We highly recommend having a New Sales and Renewals Pipeline in your CRM at bare minimum allowing you to separate the deal types in ScaleXP and filter relevant lists.

⚠️Important: Any Pipeline or Stage not selected in either New Customers or Renewals will not be visible for reporting anyplace in ScaleXP.

For Hubspot and Pipedrive, you will be selecting from "Pipelines" in the Deal object.

For Salesforce, you will be selecting from both "Record Types" and "Types" in the Opportunity object.

Configure stages (if required)

By default, ScaleXP pulls in deals from every stage within the pipelines selected in step 1.

How to exclude deal stages:

If there are deal stages you wish to omit because the data is irrelevant, you can exclude the stages here.

Simply click exclude next to each stage you wish to exclude from forecasts and reports.

O

Other helpful articles

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

See also Data Fields for Advanced Reporting