ScaleXP supports both accounting and CRM-based data fields to help you run more detailed reporting.

These fields help you understand not just how much revenue you have, but where it came from, what drove it, and how it should be grouped for analysis.

By adding them, you can segment revenue, contracts, customers, and actuals using the dimensions that matter most to your business. This helps finance teams, founders, and operators answer more specific questions without relying on manual spreadsheet work.

In practice, this means connecting CRM context with accounting outcomes so you can see which deals, customers, products, or business units are driving performance.

The following fields are available in your data structure:

1. General Ledger Codes
2. Xero Tracking Codes or QuickBooks Classes
3. Customer Tags (x2)
4. Deal Tags (x2)
5. Custom Fields

See details below.

1. General Ledger Codes

Used for: Describing what is being sold
Captured at: Invoice line level (each line on an invoice)
Automated from: Using the general ledger codes on each invoice line item

General Ledger Codes are accounting codes from Xero or QuickBooks Online used to classify invoice line items.

They are useful for reporting by product, service type, or revenue category. Because they are captured at invoice line level, they allow you to analyse revenue in more detail than a standard invoice total.

This is particularly useful when a single customer invoice includes multiple products or services and you want to break revenue down by what was actually sold.

Examples: Product code, service category, revenue category

Common use cases:

• report revenue by product line
• split services revenue from subscription revenue
• analyse which offerings are contributing most to growth
• track sales mix across different items sold

2. Xero Tracking Codes / QuickBooks Classes

Used for: Describing internal accounting dimensions
Captured at: Invoice line level
Automated from: For ScaleXP invoicing customers, Xero Tracking Codes or QuickBooks Classes can be populated using any field in your CRM

These fields are particularly useful for internal management reporting. They help finance teams organise accounting data in a way that matches how the business is run operationally.

For example, if revenue needs to be compared against departmental budgets, or if reporting needs to be split by team or business unit, Tracking Codes or Classes provide that extra level of structure.

Xero supports two Tracking Categories, while QuickBooks supports one Class structure with multiple possible values.

Examples: Department, team, product subtype, cost centre

Common use cases:

• actuals vs budget by department
• revenue by team or business unit
• internal reporting by cost centre
• more detailed product or service categorisation

3. Customer Tags (x2)

Used for: Describing the customer (data about a customer which does not change from deal to deal)
Captured at: Customer level
Automated from: CRM deal fields, and CRM Company fields

Customer Tags are imported from your CRM and used to segment revenue and customer reporting. They are fully automated by ScaleXP; you do not need to manually join or match data.

Customer Tags are added to the Customers tab and are best used for customer-level attributes. These are attributes that stay consistent across invoices and contracts, such as sector, geography, or relationship type.

This is useful when you want to understand the shape of your customer base. It helps answer questions about which customer segments are growing fastest, which regions are performing best, and where revenue concentration exists.

Examples: Customer sector, region, state, end customer, customer segment

Common use cases:

• customer industry or sector
• region or state
• customer segments such as SME or enterprise
• identifying which types of customers drive the most revenue

In ScaleXP, you can define two Customer Tags. These fields are displayed on the Customers tab as either summary data or filters.

See Customer Tags: How to Add New Fields to the Customer Page Reports.

4. Deal Tags (x2)

Used for: Describing the deal
Captured at: Deal level
Automated from: Any field on your CRM deals

Deal Tags are imported from your CRM and used to segment contract and new business metrics.

They are added to the Contracts tab and can feed into metrics such as number of new deals, total contracts, ACV, and new contracts.

These fields are useful because many of the dimensions that matter for commercial reporting live in the CRM, not in the accounting system. Bringing them into ScaleXP lets you connect sales activity with financial outcomes.

For example, you might want to understand which salesperson is generating the most new ACV, or which marketing channel is leading to the highest-value contracts.

Examples: Salesperson, marketing channel, deal source, campaign

Common use cases:

• new contract ACV by salesperson
• contracts won by marketing channel
• number of new deals by deal source
• performance by campaign or sales team

See Deal Tags: How to Add New Fields to Contracts and CRM Reporting

5. Customer Fields

Used for: Extracting bespoke data from invoice line items
Captured at: Invoice line level
Automated from: Custom AI built by ScaleXP

Custom Fields allow ScaleXP to use custom AI to extract additional data from your invoice line items and create a bespoke reporting view.

This is most commonly used for reseller relationships, where businesses need to track both the number of end customers and the billing entity associated with each invoice line.

For example, if an invoice line says "Subscription ABC for End Customer DEF", ScaleXP can create bespoke fields to report separately on the Subscription and the End Customer.

Because this is built specifically for your business, there is a one-off charge to create the custom AI. At the time of writing, this is £1,500 or $2,000. We expect this cost to fall over time, so please confirm the price if relevant.

Common use cases:

• tracking end customers in reseller relationships
• separating end customer and billing entity reporting
• extracting invoice line data not available in standard fields
• creating bespoke reporting views for your business

Conclusion: Why this matters

Without these fields, reporting is usually limited to standard accounting dimensions such as customer name, invoice date, and account code. That often means teams have to export data and manipulate it manually in spreadsheets to answer more detailed questions.

By configuring these fields in ScaleXP, you can make those dimensions available directly in your reporting. This gives you a faster and more reliable way to analyse performance across both financial and commercial data.

In summary, these fields help you:

• connect CRM activity with accounting outcomes
• segment revenue in more meaningful ways
• improve internal reporting and budgeting analysis
• reduce manual spreadsheet work
• answer more detailed questions with greater consistency