Introduction The Revenue Forecast in ScaleXP gives you an up-to-date view of future revenue using live data pulled from your CRM, billing system and accounting platform. It eliminates manual spreadsheet work and delays that make revenue forecasts quickly out of date. Instead, scenarios update in real time and can be flexed with assumptions in second...

Suggested accruals will be marked in orange and outlined on the screen. Click on the proposed accrual to 1. confirm, 2. change the amount, or 3. remove the suggestion. You can also add a cost accrual for an existing or new supplier using the “Add Accrual” button at the top right of the screen.   This will open a screen in which to add a description,...

What are pending invoices? Pending invoices are invoices not yet issued but identified to be issued in the future as part of a contract.    Pending invoices are generated automatically from repeating or one-off invoices set up as part of a contract in HubSpot using ScaleXP Invoicing. Adding pending invoices to the Customer tab Use the “Included data...

If you are asked to create a new organisation when you go to the ScaleXP log in screen, it is likely that you have a log in issue.  See below. If you have logged into ScaleXP before If you have logged in to this ScaleXP organisation before, you may have done so using a different email address or login method.    If you previously logged in using Xer...

1. Organization & Access Setup To begin consolidation, your group structure must be created in ScaleXP. Your Parent Organization sits at the top level of reporting and controls the consolidated view. Subsidiaries are added beneath it. Step checklist: Add a parent and subsidiaries in ScaleXP Connect each subsidiary to its accounting platform Invi...

Below you’ll find our Getting Started Series and other videos you may find helpful. Feel free to jump around the lists for relevant videos to your business. We value your feedback: email us at support@scalexp.com with any questions or suggestions. Configure P&L, and Balance Sheet (Single Company) Configure P&L, and Balance Sheet (Consolidate...

See all options for importing historic invoices in ScaleXP Invoicing: Importing historic issued invoice data to HubSpot deals     You can add any existing invoice from Xero or QuickBooks to any HubSpot deal using ScaleXP Invoicing. Here is how Select the deal in HubSpot In ScaleXP Invoicing, select “View and amend invoices” 3. Scroll down to the bot...

To create an ARR report with a summary at the top, similar to your existing MRR report, go to the Customers tab and click on “New Report” in the left sidebar. Then select “Annual Recurring Revenue” as the “View” ...

ScaleXP can easily automate your deferred revenue and accrued revenue journals. Follow these steps to get started with your first journal. Decide start date Decide the date from which to start using ScaleXP automations.   Things to consider are: A date after any financial close which can not be changed - usually this is your last year end, but it co...

To review invoices issued in a given month, go to Journals>Review all invoices issued in [selected month].  Go to “All invoice sources” in the top right and click for the dropdown menu.  Select the Stripe invoices as relevant. Revenue allocation is split into three categories: accrued (for goods & services delivered before the invoice issue d...

To find out how to sync data, see How to activate an immediate data sync .  How to Reduce Your Data Sync Time  One way to reduce data sync time is to set ScaleXP to import only 1-2 months of data. This impacts every sync. Just be sure to change this back if you make changes to prior periods of any kind. Other things to consider are: can you reduce t...

This article provides an overview of steps to take when first setting up revenue recognition and MRR in ScaleXP.   For an overview of revenue and customer reporting options, see Customers tab: revenue recognition, MRR, ARR and customer reporting. Follow these steps to configure your revenue recognition data when connecting to ScaleXP for the first t...

Some reports in ScaleXP allow you to filter invoices by “invoice status.”   This can be helpful for reducing the volume of invoices and credit notes to be reviewed, for example when accruing revenue based on existing invoices, or when looking to distinguish between invoices in the accounting system and those not yet there. The table below explains t...

ScaleXP will automatically detect supplier bill line items which have similar recognition dates and supplier names as your accruals and auto-match them.   A matched line item will automatically release the associated accrual at the time of the bill issue date. The bills will be matched based on expense account, supplier name, bill issue date, revenu...

Go to Journals (top tab) >EXPENSE RECOGNITION (bottom half) >Step 1: Bills Issued in (month year).   This page is useful for several purposes: to find a missing bill; to review and change expense recognition start and end dates; to download bill detail in Excel. What to do if a bill is missing from this page If you follow the steps below and s...

This field is optional. Most accruals won't require this setting as ScaleXP will auto-release on bill receipt If you are expecting a bill, ScaleXP will auto-release when the bill is received. You can also manually release when the bill is received. Reasons to set a fixed release date You may want to set a date for auto release. This is useful if you...

To automate accruals, go to Journals (top tab)>EXPENSE RECOGNITION (bottom half of page)  First review all expenses.  See How to automate expense recognition journals in ScaleXP .  Add cost accruals See how in How to add cost accruals .  Check and update accrual releases Go to “Release Accruals” on the sidebar or Journals tab. Manual accruals wit...

Use the cog at the top right of any expense journals page to set up or change your settings for expense recognition. Tracking codes / QuickBooks Classes - choose whether or not to include these in journals Balance sheet accounts - select journal accounts here Accruals liability account Prepayments asset account(s) -if more than one, be sure to also ...

Go to the Journals tab > EXPENSE RECOGNITION section to access this feature. ScaleXP will use text recognition to automate expense recognition, enabling you to prepay bills, add suggested accruals, and automatically release accruals when bills arrive, all in a few clicks. Note that in consolidated companies, expense recognition must be done at th...

This article explains how to create a graph showing your forecast revenue.  It combines invoiced revenue recognition with probability-weighted CRM and contracts information on pending invoices for closed deals, expected renewals, and new sales in progress.   To create a forecast chart, you must first ensure you have the component parts set up in the...

If you have multiple entities generating invoices for your sales, you will likely want to connect multiple Xero or QuickBooks accounts to your HubSpot deals. ScaleXP invoicing fully supports this functionality.  This article explains how to set it up.   How to get set up First, ensure you have the correct access Ensure that you have been granted acc...

See Updating Contracts: How to make changes to contracts in ScaleXP for an overview of making changes to contracts. To add an invoice to a contract if you are not using ScaleXP Invoicing To find out how to view the contracts you have, see View your Contracts .  Select Customers (in the top nav bar) then Contracts.  Click on the pencil icon to after ...

“First Invoice Paid” shows when there is more than one invoice generated on a deal and the first one is paid, but not all invoices. This shows when there is more than one invoice generated (issued/approved, not draft) and the first invoice has been paid but at least one other invoice remains unpaid This never shows if there is only one invoice in th...

How to create a Contract in ScaleXP Using ScaleXP Invoicing ScaleXP Invoicing creates contracts in ScaleXP automatically.  See how to view these in View your Contracts .   Adding a contract manually If you do not use ScaleXP Invoicing or need to add additional deals, you can manually create your contracts in either of two ways: By creating a new con...

To show numbers in a graph, select the data series you wish to edit. Edit all charts on Dashboards.   From here, select or create the chart you wish to edit using the three dots at the top right of the chart and then “Configure Chart.” Open the chart configuration menu To customise charts and graphs go to Dashboards (top bar)> three dots (top rig...

To find out how to sync data, see How to activate an immediate data sync .  If you are not seeing the expected impact in your reports when you activate an immediate sync, it may be that you have made changes outside the import period. By default, ScaleXP only re-imports accounting data going back 6 months. However it is super easy to change this at ...

  See How to add live metrics through Google Sheets to set up a Google Sheets integration with ScaleXP. Using Google Sheets data in ScaleXP Once you data is connected, you can use it in any Dashboard chart, Report or KPI definition.  These are then re-usable throughout the system in Presentations and other formulas. To select Google Sheets data, cho...

To edit an existing chart click on the three dots at the top right of the chart 2.  Select “Configure Chart”    3. In the left sidebar, click on the name of the chart series you wish to edit.   4. Click on “Date range” and then click on “Fixed start date” .    5. Set the start date.    Actuals will automatically populate from the start date to the r...

First, select Google Sheet in Settings See How to set up usage based revenue recognition to find out how to do this (and the alternative option). Ensure you have selected Google Sheet as your input source. Ensure that you are allocating all invoices issued from the import start date in your accounting connection for invoices.  See Data sync for invo...

This article explains how to move, delete or resize a graph in a Dashboard. See How to customize a chart for more information on how to edit a chart. See more in Getting started with Dashboards and How to create a new chart .  Delete a chart To delete a chart, click on the three dots at the top right of the chart, then select “Delete Chart.”   Move ...

You can use any background for your Presentation. Follow these steps. First, save your desired background as a file.   Allowable picture file types are JPG, JPEG, PNG, JPG, WEBP, SVG>Save As and choosing  As an example, you can save a PowerPoint slide using File>Export or File>Save As.  Then select JPEG or PNG as your file type. Next, uploa...

This article explains how to add data to ScaleXP through Google Sheets for use in reporting. For using Google Sheets to update revenue recognition for usage based accounts, see How to set up usage based data from Google Sheets   ScaleXP allows you to integrate with data and KPIs from outside your accounting system and CRM.  You can add live metrics ...

To add an ARR budget to a graph, follow these steps:     1.Upload a budget which includes MRR.  See How to add a budget or forecast and be sure to include “Customers and Churn” in your template. 2. Create an MRR metric, if one does not already exist.   See How do I create a new metric in the metric library?     Give it a name like “MRR Metric."   Se...

To add a new Accounting Customer (used for MRR, Contracts, revenue recognition, churn, retention, etc.) go to the Customers tab. On the Customers tab, select the “cog” and then “Add Customer.”     Enter the customer name and “Create Customer” to save. The Customer will be available for selection and reporting throughout the system....

When you first set up ScaleXP Invoicng, you will have chosen between two invoice status settings: “Finance Team” which creates invoices in draft status for approval by finanance or “Sales Team” which creates invoices in final approved status in Xero. You can swtich between these settings at any time. Just go to your Invoicing Dashboard: https://app....

When first setting up a new organisation in ScaleXP, be sure to customise these settings to get the results you are expecting: Grant access to your team members:    How to add team members; inviting others to access your ScaleXP   Set up security settings for the whole team:   ScaleXP 2-Factor Authentication   If your financial year end is not Decem...

This article reviews possible reasons you may not see future invoices from HubSpot ScaleXP Invoicing in your MRR or revenue forecast report. To add expected repeating invoices to a Revenue Recognition or MRR or ARR report, select “pending” in the “Configure Report”  options as shown in this screenshot. Ensure that “pending invoices” is selected. Ens...