ScaleXP lets you bring in data and KPIs that live outside your accounting system and CRM.
With the Microsoft Excel integration, you can connect a spreadsheet hosted in Microsoft 365 (Excel Online for work or school) and have it sync automatically to ScaleXP every day.
Once connected, your data is available throughout ScaleXP reports, dashboards, presentations, and metric definitions. It can also be grouped into categories that sum to a total, just like a group of accounts.
Prerequisites
- Microsoft 365 (work or school edition) — the free version of Excel Online is not supported.
- Admin access to your ScaleXP organisation.
For usage-based revenue recognition (rather than general KPIs), see How to Set up Usage-Based Data from Microsoft Excel for setup.
Step 1: Create your spreadsheet from the template provided
In ScaleXP, go to Load Data > Microsoft Excel – KPIs in the left sidebar.
Click Step 1: Create Template & Return to This Tab to create a spreadsheet in Excel.
- Sign in to your Microsoft account and grant the permissions requested.
2. Rename the spreadsheet to something you'll recognise (e.g. "ScaleXP KPIs – Headcount").
3. Enter your data
Understanding the Template Columns
The template has five fixed columns (A–E) that define your metrics, followed by monthly data columns. Do not rename, reorder, or remove columns A–E.
| Column | What to Enter |
| A – Group (optional) | Use this to group related rows so they can be selected and summed as a set. For example, enter "Employee Headcount" on every row you want included in that group. |
| B – Name (required) | A unique label for each data row, e.g. "Marketing FTEs". This is how you'll find it in ScaleXP. Choose something recognisable and not duplicated elsewhere in the system. You can rename it later — changes carry through automatically. |
| C – Data Type | Choose Numerical, Monetary, or Percentage. For percentages: enter 25% (with the % symbol), 0.25, or 1/4. Entering the whole number 25 without formatting will display as 2500%. |
| D – Increase Is | Select whether a period-on-period increase is Positive (favourable, shown in green) or Negative (unfavourable, shown in red). |
| E – Aggregation | Choose whether the year-to-date figure should show the latest data point or a sum of all data points for the year. |
| F onwards - Monthly data columns |
|
Step 2: Connect your spreadsheet to ScaleXP
- Back in ScaleXP under Load Data > Microsoft Excel – KPIs, go to “Step 2: Select Template” and click the “Select Template” button.
- Select your spreadsheet and choose the correct sheet.
- Your data will appear in the Microsoft Excel – KPIs section.
On the right hand side are options to refresh the data ("Import"), remove the connection ("Disconnect"), or open the spreadsheet in Excel online ("Open Sheet".
If there are any errors (e.g. invalid date formats or missing required fields), ScaleXP will flag them with a clickable error message showing the affected rows.
How Syncing Works
Once connected, your data will show in Microsoft Excel - KPIs. It will also be available throughout ScaleXP reports.
Automatic daily sync — ScaleXP pulls the latest data from your spreadsheet once a day.
On-demand sync — click "Import" (top right-hand side) to refresh immediately.
Open in Excel — click "Open Sheet" to jump straight to the spreadsheet in Excel Online.
Disconnect — click "Disconnect" to remove the connection. This does not delete the spreadsheet.
You can access the spreadsheet at any time by coming back to Load Data>Microsoft Excel - KPIs and clicking on “Open Sheet.”
Step 3: Use your data in ScaleXP reports
Once connected, your Microsoft Excel data is available everywhere in ScaleXP. Here are the most common next steps:
Create or edit a metric that uses Excel data as an input — see How to edit a metric and change the way a metric is calculated (how to change a formula)
Add it to a report with custom rows and columns — see How to edit a report and create your own custom rows and columns
Visualise it in a chart or dashboard — see How to customize a chart
Tips
- Your data is visible to all Admin users in your organisation once connected.
- You can use formulas in the month columns to pull data from other Excel files — only the values need to be in the connected sheet.
- If you rename a metric in column B, the change is automatically reflected across all ScaleXP reports that reference it.
- Groups (column A) let you select an entire category at once in reports, e.g. "Employee Headcount" as a single line item that sums its child rows.