Connect a Microsoft Excel Online spreadsheet to ScaleXP so your usage-based revenue data syncs automatically every day.

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.

Step 1: Getting started

• Microsoft 365 (work or school edition) — the free version of Excel Online is not supported.
• Admin access to your ScaleXP organisation.
• Go to the Customer tab>Cog at right>Usage Based Recognition to set up a usage based account

See How to set up usage-based revenue recognition for full details on this setting. 

• Under the usage-based data input source, select Microsoft Excel.

• Save your changes.

Step 2: 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 > Update Usage-Based Revenue.

Click Copy Template. A new spreadsheet will open in Microsoft Excel Online.

Sign in to your Microsoft account and grant the permissions requested.

Rename the spreadsheet to something recognisable (e.g. "ScaleXP Usage Data – [Company Name]") and save it in your preferred location in OneDrive or SharePoint.

Step 3: Connect Your Spreadsheet to ScaleXP

Go back to the ScaleXP tab for updating usage based revenue.

Click Select Template.

Browse to the spreadsheet you saved in Step 2 and select it.

Choose the default Sheet1 or other as appropriate.

After connecting, the sheet will automatically populate with all invoice line items issued to the usage-based account, ready for you to update with actual usage figures.

Return to the open Excel file to see the populated sheet for updating.

Step 4: Update Your Revenue in the Spreadsheet

Once the connection is live, your spreadsheet contains the invoices and amounts to be allocated.

Allocate revenue 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 revenue data, the figures will automatically sync to ScaleXP and update your revenue recognition accordingly, including journal suggestions.

Note - Having chosen the Excel option, You can not update usage directly on the ScaleXP page.  Always open the Excel sheet to update usage.

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 revenue 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.

What to Do If You Need to Reconnect

If for any reason you need to disconnect and reconnect your spreadsheet:

Keep the data in the template format — do not change the structure of columns A–E.

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 organisation 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.