Connect a Microsoft Excel Online spreadsheet so your usage figures sync to ScaleXP every day. Use formulas, links to other data, or manual entries in the spreadsheet; ScaleXP updates your revenue recognition and journal suggestions from it.

If you are looking to bring in general KPIs and metrics (rather than Usage Based Revenue), see How to add live metrics through Microsoft Excel instead.

1. Select Microsoft Excel as your data source

You need:

• Microsoft 365 (work or school edition) - the free version of Excel Online is not supported.
• Admin access to your Microsoft 365 organization.

1. Open the usage based recognition rules: on the Customers tab, click the three dots at the top right, then Usage Based Recognition. If usage based revenue is already set up, you can instead click the cog at the top right of the Usage Revenue page on the Journals tab.

2. Add your usage based account and, under I will input my data from, select Microsoft Excel. See Usage Based Revenue: Set up.

3. Check that ScaleXP imports every invoice issued from your accounting import start date. See Data sync for invoices and bills.

2. Create your spreadsheet from the template

1. Go to the Journals tab. On Month-End Close, click Open on Usage Revenue.
2. Under Step 1: Create Template & Return to This Tab, click Copy Template.

3. Sign in to your Microsoft account and accept the permissions requested.
4. The template opens in Excel Online. Rename it (for example, "ScaleXP Usage Data - [Company Name]") and save it in OneDrive or SharePoint.

3. Connect the spreadsheet

1. Go back to the Usage Revenue page. Under Step 2: Select Template, click Select Template.

2. Click the file you saved, then click Select.

3. Choose Sheet1, or the sheet that holds your usage data.

The sheet fills with every invoice line in your usage based accounts, ready to update. The Usage Revenue page shows when it last synced.

4. Update your revenue in the spreadsheet

1. Click Open Sheet at the top right of the Usage Revenue page.
2. Allocate revenue in the monthly columns, using a formula, a reference to other data, or manual entries.
3. ScaleXP syncs daily. To update straight away, click Sync Now.

Note - Having chosen the Microsoft Excel option, you cannot update usage directly on the ScaleXP page. Always open the Excel sheet to update usage.

5. Reconnect if needed

If you disconnect and reconnect, keep the data in the template format. If you have added other sheets to the file, select the correct output sheet when you reconnect.