ScaleXP's CRM integration allows you to forecast revenue from Closed Won deals with pending invoices, renewals and deals still in progress.
For consolidated companies, the CRM connection is configured in the parent.
After connecting, no data will show in ScaleXP until you have mapped the data by selecting Configure as described below.
The default currency of your CRM MUST match the currency of the ScaleXP organisation.
Ensure you have the correct permissions (for example, in Hubspot it is "App Marketplace Access").
To add information from your customer relationship management system (CRM) such as Salesforce or Hubspot or Pipedrive:
- Go to Load Data (top navigation menu) > Connections (left sidebar)
- Click on the large square button: + Add a Connection.
- Select your CRM from the options shown;
- Use the Sync button to connect your data.
Section 1: Pipeline Configuration
When first configuring your CRM connection, you need to inform ScaleXP which deals are considered new sales and which are renewals. New sales includes deals with new customers as well as upsell/expansion deals with existing customers. Renewals are existing contracts up for renewals. In each section below, select the pipelines from your CRM to map into each category.
Go to Load Data (top navigation menu) > Connections (left sidebar) > 3 dot menu on CRM > Configure
In top right corner of each deal type, you can define:
- New sales pipelines (as many as you want to track)
- Renewals sales pipeline (as many as you want to track)
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.
Best Practice:
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. If you have an upsell pipeline, we recommend including it in the New Sales category.
Step 2: Field Mapping
In the following section, you will be selecting from Deal/Opportunity properties to teach ScaleXP how to read the data.
| ScaleXP Field | CRM Field (Data Type) | Fallback Value |
| 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 datestamp for when the deal was moved into a Closed Won or Closed Lost Stage. These do not always align. |
Date Entered Closed Stage |
| Contract Start Date * |
Revenue start date of the contract (Date) | Close Date (Configured above) |
| Contract End Date * |
Revenue end date of the contract (Date) | Contract Start Date + Term |
| Total Recurring Contract Value * |
The total portion of a deal excluding "one-off" revenues (Currency). This is NOT Annual Recurring Revenue, rather the Total Contract Value minus any one of or non-recurring revenues. TCV = 3 years x £12,000 + £5,000 professional services = £41,000 ARR = 1 year x £12,000 = £12,000 Total Recurring Contract Value = 3 years x £12,000 = £36,000 |
CRM Amount |
| Contract Term * ** |
Length of contract in months (Integer) | 12 months |
| Invoice Frequency * ** |
Monthly, Quarterly, Semi-Annual, Annual, Other (Text) | Monthly |
| Multiple invoices issued ** |
Will this deal result in 1 invoice for the term or several. Example: 1 year deal with 1 annual invoice vs. 1 year deal with 4 quarterly invoices. (Boolean) | No |
These are not all standard properties/fields on a CRM Deal/Opportunity. If you haven’t already created them, you’ll need to work with your CRM administrator to do so. The optimal data types are described in the table above. For boolean values, ensure the API Name/API key/Internal Name result in true or false.
*ScaleXP uses Start Date, End Date & Total Recurring Contract Value to forecast revenue for an open deal and Start Date, Term & Invoice Frequency to build a pending invoice schedule for closed deals. If these fields are not mapped or have invalid data in them, ScaleXP has fallback properties for each.
**If using ScaleXP Invoicing for Hubspot, you do not need to configure these fields as the automation has access to this information already.
When you’ve mapped these fields, you can see how they inform ScaleXP’s Invoice Matching functionality in the image below.
Invoice Matching is not necessary if you use ScaleXP Invoicing for Hubspot
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 3: Stage Configuration
By default, ScaleXP pulls in deals from every stage within the pipelines selected in step 1. 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.
