When to use this

Connect a Google Sheet to ScaleXP so your usage-based cost data syncs automatically every day: select Google Sheets as your input source, create a spreadsheet from the ScaleXP template, connect it, then update your cost allocations in the sheet each month.

Part 1 — Select Google Sheets as your input source

1. Choose Google Sheets in your usage based cost settings

From any expense journal page, click the three dots at the top right and select Update usage based costs. See How to set up usage based cost recognition for full details on this setting (and the manual entry alternative).

Ensure you have selected Google Sheet as your input source.

2. Check your bill import start date

Ensure that you are allocating all bills received from the import start date in your accounting connection. See Data sync for invoices and bills for more information on how to find this.

Part 2 — Create and connect your spreadsheet

1. Create and save a blank Google Sheet from the template

1. Click Create Template.
2. Click Make a copy.
3. Rename the document and save it in your desired Google Drive location.

2. Connect to the blank template you have saved

1. Go back to ScaleXP and click Select Google Sheet to connect.
2. Click on the file you have saved, then click Select at the bottom of the window.
3. Click ScaleXP Usage Data.

After connecting, the sheet automatically populates with all bill line items posted to the usage-based cost account, ready for you to update.

Part 3 — Update your costs in the Google Sheet

1. Open the connected sheet

Click Open Sheet at the top right of the Update usage based costs page.

Your Google Sheet is now populated with the bills and amounts to be allocated.

2. Allocate your costs in the monthly columns

You can allocate the cost any way you like:

• Add a Google Sheet reference to data imported from another source
• Add a formula in your Google Sheet
• Manually update the Google Sheet

However you choose to set up your cost allocations in the Google Sheet, these figures automatically sync to ScaleXP and update your cost recognition accordingly, including journal suggestions.

3. Sync your data

The sync occurs daily, alongside other automated updates. Should you wish to update the usage based costs instantly, use the Sync Now button on the usage based costs tab within Journals, at the top right.

For the full month-end update flow, see How to update usage based costs.

Part 4 — Reconnect if you need to

If for some reason you need to disconnect and reconnect, be sure to keep the data in the saved format.

Note that, should you have added other sheets to your Google Sheets file, you will need to select the correct output sheet to create the sync.

Related Articles

• How to set up usage based cost recognition
• How to update usage based costs
• How to set up usage-based cost data from Microsoft Excel
• How to set up usage based data from Google Sheets
• How to add live metrics through Google Sheets
• Data sync for invoices and bills