Updating contracts: How to change contracts (using ScaleXP Invoicing)

As a ScaleXP Invoicing customer, make almost all your contract changes on the HubSpot deal, and the ScaleXP contracts page will reflect them via the sync process.

1. Add an invoice or credit note to a contract

1. Add the invoice in HubSpot using the invoicing module. This can be:
   • adding a new one-off or repeating invoice created in HubSpot Invoicing;
   • linking an invoice that already exists in your accounting system;
   • creating a credit note in your accounting system and then linking it to an existing invoice or deal.
   See details in ScaleXP Invoicing: Import existing invoices to HubSpot deals.
2. Sync to add it to ScaleXP and your accounting system.

The current deal value will update automatically to the new invoice total. The deal end date will change to the latest end date of the included invoices.

2. Modify an invoice associated with a contract

1. Modify the invoice or repeating invoice in your accounting system first.
2. Allow it to sync with HubSpot and ScaleXP.

3. Remove an invoice or credit note from a contract

This applies to both issued and future invoices.

If deleting an existing invoice or repeating invoice, do so in the accounting system, then sync to update HubSpot.

If just removing it from the deal, do so in HubSpot Invoicing:

1. Open View or Edit Invoices.
2. If the invoice hasn't been synced yet, open its ⋮ menu and choose Delete. If it's already in Xero, choose Cancel: this voids it in Xero (it stays there with the status Voided), and the next sync removes it from ScaleXP. If it's already in QuickBooks Online, void it in QuickBooks yourself. ScaleXP doesn't change invoices there.

The current deal value will update automatically to the new invoice total. The deal end date will change to the latest end date of the included invoices.

4. Move an invoice or credit note from one contract to another

This applies to both issued and future invoices.

1. Change customer details in the accounting system first, if required.
2. Remove the invoice from one deal and add it to another, as above.

The current deal value will update automatically to the new invoice total. The deal end date will change to the latest end date of the included invoices.

5. Merge contracts

Each contract can have only one accounting customer, so ensure this is possible first.

1. Merge the deals in HubSpot.
2. Sync.

6. Split a contract

1. Create a new deal (contract) in HubSpot.
2. Move invoices:
   • remove invoices from the contract (see above);
   • add invoices to the new contract (see above).
3. Modify issued invoices in your accounting system, then sync.
4. Modify future invoices in HubSpot, then sync.

7. Delete a contract

1. Delete the deal in HubSpot.
2. Sync with ScaleXP.

Change contract values

The current contract value updates automatically based on the total value of all associated invoices.

Original contract value

Original contract value comes from HubSpot. It is converted at the FX rate in HubSpot. It is not editable.

Current contract value

Current contract value is the total of all invoices attached to the deal in HubSpot Invoicing. It updates automatically. See above for how to add, delete, or modify associated invoices.

In a consolidated company, the current value is set in the currency of the subsidiary's accounting system, then translated to the parent company using the invoice rates table at the parent company. See FX rates: what foreign exchange rate is being used?

Change the contract start date

The start date comes from the CRM field you mapped when you connected your CRM, or from the deal close date if no field is mapped. It updates on each sync until you change it in ScaleXP. To change the mapping, see Subscription management and renewal tracking: Getting started with CRM integration (step 2).

To change the start date of a deal, open New Sales In Progress on the Customers tab. You can't edit it on the Contracts page, because contract dates come from your CRM. The only exception is an organization with no CRM connected that adds its contracts by hand.

Once you change the start date in ScaleXP, CRM updates no longer overwrite it.

Change the contract end date

This automatically updates to reflect the latest end date of associated invoices.

More about contracts

To see your contracts, select Customers (in the top nav bar), then Contracts.

To find out how to view the contracts you have, see View your contracts: an overview of contracts in ScaleXP.

To learn how to create a new contract, see How to add a contract.