When to use this
Connect a Microsoft Excel Online spreadsheet to ScaleXP so your usage-based cost data syncs automatically every day: check the prerequisites, create a spreadsheet from the ScaleXP template, connect it, then update your cost allocations in Excel each month. If you are looking to bring in general KPIs and metrics (rather than usage-based costs), see How to add live metrics through Microsoft Excel instead.
Part 1 — Get started
1. Check the prerequisites
- Microsoft 365 (work or school edition) — the free version of Excel Online is not supported
- Admin access to your ScaleXP organization
2. Set up a usage-based cost account
From any expense journal page, click the three dots at the top right and select Update usage based costs to set up a usage-based cost account. See How to set up usage based cost recognition for full details on this setting.
[Screenshot: Configure Usage Based Recognition Rules screen for costs]
3. Select Microsoft Excel as your input source
Under the usage-based data input source, select Microsoft Excel, then save your changes.
Part 2 — Create and connect your spreadsheet
1. Create your spreadsheet from the template
ScaleXP provides a pre-formatted template so that your data is structured correctly for the sync.
- In ScaleXP, go to Journals and select Update usage based costs (under 4. Review Cost, below Bills received).
- Click Copy Template. A new spreadsheet opens in Microsoft Excel Online.
- Sign in to your Microsoft account and grant the permissions requested.
- Rename the spreadsheet to something recognizable (e.g. “ScaleXP Usage Cost Data – [Company Name]”) and save it in your preferred location in OneDrive or SharePoint.
2. Connect your spreadsheet to ScaleXP
- Go back to the ScaleXP tab for updating usage based costs.
- Click Select Template.
- Browse to the spreadsheet you saved and select it.
- Choose the default Sheet1 or another sheet as appropriate.
After connecting, the sheet automatically populates with all bill line items posted to the usage-based cost account, ready for you to update with actual usage figures. Return to the open Excel file to see the populated sheet for updating.
Part 3 — Update and sync your costs
1. Allocate your costs in the spreadsheet
Once the connection is live, your spreadsheet contains the bills and amounts to be allocated. Allocate costs in the monthly columns. You can:
- Add a formula that references data imported from another source or another Excel file
- Enter values manually
- Use any combination of formulas and manual entries
However you choose to populate the cost data, the figures automatically sync to ScaleXP and update your cost recognition accordingly, including journal suggestions.
Note — having chosen the Excel option, always open the Excel sheet to update usage; the connected spreadsheet is the single source of truth for your usage figures.
2. Understand how syncing works
Automatic daily sync — ScaleXP pulls the latest data from your spreadsheet once a day, alongside other automated updates.
On-demand sync — click the Sync Now button on the usage based costs tab within Journals (top right) to refresh immediately.
Open in Excel — click Open Sheet to jump straight to the spreadsheet in Excel Online at any time.
Disconnect — click Disconnect to remove the connection. This does not delete the spreadsheet.
For the full month-end update flow, see How to update usage based costs.
Part 4 — Reconnect if you need to
If for any reason you need to disconnect and reconnect your spreadsheet, keep the data in the template format — the structure of columns A–E stays as provided.
If you have added extra sheets to the file, make sure to select the correct output sheet when reconnecting.
Tips
- Your usage data is visible to all Admin users in your organization once connected.
- You can use formulas in the monthly columns to pull data from other Excel files — only the calculated values need to be in the connected sheet.
- See How to add live metrics through Microsoft Excel for connecting KPIs and metrics in Excel Online.