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 It eliminates manual spreadsheet work and delays that make revenue forecasts quickly out of date.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 seconds.

This guide walks you through creating your first revenue forecast scenario step by step.

What’s Included in the Forecast

ScaleXP builds your forecast from all connected data sources:

• Invoiced revenue (actuals)
• Pending or future invoices
• Renewals
• Deals in CRM pipeline
• Other future sales not yet in your CRM or accounting system

Forecast Output Views

Once your forecast is created, you can switch between different output views:

• Revenue
• Invoices issued
• Cash in

You can also create multiple scenarios to model base, best or worst cases.

Step 1: Create a Forecast Scenario

Go to Forecasting in the navigation and click Create scenario. Give your scenario a clear name such as "Base case" or "Budget 2025".

Step 2: Define Your Forecast Drivers

Each revenue stream has its own assumptions. Work through each section to define your drivers.

Issued invoices

Include all accounts
These are already issued invoices from your accounting platform.

Future (pending) invoices

Recommended: include all accounts
These come from draft or scheduled invoices in your billing or accounting system.

Renewals

You can define:

• Renewal probability (%)
• Invoicing delay
• Invoicing frequency / payment profile

💡 Tip:  For best results, link renewals directly to CRM deals so invoice frequency and renewal terms sync automatically.

Deals in CRM (Sales pipeline)

• Choose which CRM pipelines to include
• Apply a reduction or uplift (overlay)
• Import invoice frequency from CRM where available

Other future sales

Use this for expected future revenue that is not yet in CRM or your systems.

Step 3: Review Your First Forecast

Once drivers are defined, your first forecast will appear automatically.

• Colours indicate future invoice values and renewals
• Each line is summarised by customer
• Click the eye icon to see detailed breakdowns

Step 4: Explore and Edit Forecast Detail

Click into a customer row to view invoice and renewal details.

Example: Big Customer

• Shows issued invoices, pending invoices, and renewals in one view
• Click any item to review or edit assumptions

Viewing invoice details

• Pending invoices show source system details such as Xero or QuickBooks
• Xero users can click through to see invoice details
• Invoices must be modified in Xero or QuickBooks if changes are needed

⚠️ Note:  Invoices cannot be edited in ScaleXP. Any required changes must be made in your accounting system.

Viewing renewal details

• Renewals linked to CRM deals update automatically
• If no CRM deal is linked, you can enter renewal status, amount and dates manually

🔄 Important:  If you edit renewal assumptions, the changes affect all scenarios.

CRM deals

• Deals sync from your CRM
• Overlay adjustment removes or adds confidence-based values

Other future sales

Use this area to manually add sales not yet tracked in your CRM

Step 5: Switch Data Views

You can now explore your forecast in three output styles:

Each view includes full breakdown by revenue stream.

Step 6: Export Your Forecast (Optional)

Click Export to download your forecast to a spreadsheet. This is useful for board reporting, investor discussions or further modelling.

Best Practices

• Link renewals to CRM deals for automation
• Apply overlays to reflect pipeline risk
• Use scenarios to stress-test assumptions
• Keep future sales realistic and transparent

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