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 through Google Sheets.

To add data and KPIs which sits outside your connected accounting system and is not part of your connected CRM data, you can add it using the Google Sheets integration.

The data will automatically sync to ScaleXP and can be used in any ScaleXP report, dashboard, presentation or metric definition.  It can also be automatically grouped into categories which sum to a total, just like a group of accounts.

Once connected, the data will automatically import daily into ScaleXP and on demand by pressing the “Sync now” button.

The data will be visible to all Admin users in your organisation.

How to add Google Sheets KPIs

To add live metrics using Google Sheets, follow these steps to download the provided template, enter your data, and connect the Google Sheet.

To add KPIs via Google Sheets, follow these steps:

First - Create a Google Sheet in the provided format

1. Go to the Load Data tab, then select Google Sheets - KPIs in the left sidebar.

2. Click on “2. Create Template” to download the template to your Google Drive.

3. Click on the button “Make a copy.”

4. Rename your spreadsheet

5. Add your data.   

The template contains 5 headers that you can not change or re-order (columns A, B, C, D and E).  These are for defining your metrics.

Following the 5 headers are your month columns.  You can add and remove as many of these as you like, just make sure to always sue the YYYY-MM format such as 2025-08.

• Set up the metrics as follows:
  • Optional Group (Column A) - use this column if you want to group the items in Column B such that they can be added and selected as a group.  Once you create a Group name, such as “Employee Headcount” use it again for every row you want included in that Group.
  • Name (Column B) - this is the name for your data row; it will be used to find your data in ScaleXP, for example “Marketing FTEs”.  To avoid confusion, choose a name you will recognise and that is not duplicated elsewhere in the system.   Note that this can be changed later; if changed, the changes will be automatically carried through to ScaleXP reporting.
  • Data (Column C) - Choose monetary, numerical, or percentage data type here.  Note that percentages are in increments of 1/100th, so a value entered of “25” represents “25%.”
  • Increase Is (Column D)- select whether an increase over the prior period is a positive (favorable/green) or a negative (unfavorable/red) change
  • Aggregation (Column E) - Select whether year to date should show the latest available data point for the year or a sum of data points for the year to date.
• Then fill in the data you wish to integrate with ScaleXP
  • Add and remove columns as required as long as the columns remain in consecutive month order and in the numerical date format with year first, YYYY-MM, such as 2025-08.
  • To generate the data, it is fine to use formulas; you may want to import to other Google Sheets and have the formulas pick up data from there.

Second - Connect the new Google Sheet to ScaleXP

Connect the Google Sheet to ScaleXP  by clicking "3. Select google sheet to connect” in ScaleXP.

You will be directed to choose a Google account and allow ScaleXP access.

Allow access, then select the file you have saved.

You will be prompted to select the sheet to use.

Once connected, your data will show in Google Sheet - KPIs.  It will also be available throughout ScaleXP reports.

How to use data from Google Sheets in your ScaleXP metrics and reporting

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, choose Google Sheets, then the data or group of data you wish to use.

See How to edit a metric and change the way a metric is calculated (how to change a formula)  to see how to create a metric using Google Sheets data as an input.

See How to edit a report and create your own custom rows and columns for more information on using metrics in reports.

See How to customize a chart for more information on editing charts.