ScaleXP can connect directly to your CRM system so that deal data, contract values, and renewal information can be analysed alongside your accounting data.
This allows ScaleXP to create a single source of truth for revenue reporting and forecasting by combining:
• CRM deal data
• Accounting invoices and revenue data
• Customer lifecycle information
Once connected, ScaleXP automatically imports CRM opportunities and aligns them with accounting transactions to power forecasting, renewal tracking, and SaaS revenue analytics.
What you can do with CRM data in ScaleXP
Connecting your CRM enables several important workflows:
- Forecast future revenue based on open CRM deals
- Track contract renewals
- Compare CRM pipeline with actual invoiced revenue
- Monitor churn and other customer metrics
- Analyse revenue performance by product, team, or customer segment
- Monitor pipeline conversion and deal progression
This gives finance teams visibility into both booked revenue and expected future revenue.
Supported CRM Systems
ScaleXP currently supports integrations with:
- HubSpot
- Salesforce
- Pipedrive
All three CRM systems can provide deal data that feeds directly into ScaleXP reporting and forecasting models.
ScaleXP also offers additional functionality for HubSpot connections in the form of ScaleXP Invoicing. This allows invoicing and contract management directly synced between HubSpot, your accounting system, and ScaleXP.
For more information on optimal CRM setup before connecting, see ScaleXP CRM Integration Best Practices.
For HubSpot users seeking more information on connecting ScaleXP Invoicing, see How to set up ScaleXP Invoicing (Step 1): Installing the Invoicing module.
Step 1: Connect HubSpot, Salesforce or Pipedrive to ScaleXP
Where to connect your CRM system
- For consolidated companies, CRM connections are made in the parent company.
- Your CRM currency must match the currency of your ScaleXP organization.
- Ensure you have the correct permissions (for example, in Hubspot it is "App Marketplace Access").
How to connect HubSpot, Salesforce or Pipedrive to ScaleXP
- Go to Load Data (top navigation) > Connections (left sidebar).
- Click on the large square button: + Add a Connection.
- Select your CRM from the options shown;
- Authorize the connection using your CRM credentials
- Use the Sync button to connect your data.
Note that ScaleXP Invoicing customers should also connect the invoicing module using How to set up ScaleXP Invoicing (Step 1): Installing the Invoicing module.
Step 2: Map your data
Next you need to configure your settings to map your CRM fields to ScaleXP.
Helpful hints on your CRM setup and key fields can be found in ScaleXP CRM Integration Best Practices.
Open the Configure menu.
Go to Load Data (top navigation menu) > Connections (left sidebar) > 3 dot menu on CRM > Configure
Set your start date and field mapping
Note: If you are using ScaleXP Invoicing, you should set that up first, then proceed to map the data fields. This is because ScaleXP Invoicing will automatically create releavant fields for you to map to ScaleXP.
- Set the date from which you wish to import Closed/Won deals: Data imported from
- You may also choose to change the default Close Date
- Then select from Deal/Opportunity properties to teach ScaleXP how to read the data.
Note that Total Contract Value (TCV) is imported automatically and not configurable.
You also have the option of importing up to two additional Deal fields ("Deal Tags").
Here is how this information is used:
Total contract value (TCV): This is the total value of recurring and non-recurring revenue over the life of the contract (not annually) and is taken directly from your CRM system's Deal/Opportunity properties. It is not configurable.
Data Imported from
Import start date: This will determine which deals are imported and updated. Include any deals which you need to track for renewals, forecasting, reporting, etc. Note, however, that very large data sets will significantly impact load times whenever data is synced.
Close Date in ScaleXP
Close Date: By default, we use the visible Close Date for deals in the CRM. If you prefer, you can change this to use the datestamp for when the deal was moved into a Closed Won or Closed Lost Stage. These do not always align.
Map your HubSpot fields
Contract Start Date: Revenue start date of the contract (Date). This is used for generating Renewals. If none is mapped, the system default is to use the deal Close Date (as configured above). This is generated automatically by ScaleXP Invoicing; for other customers, it enables easier Invoice Matching.
Contract End Date: Revenue end date of the contract (Date). This is used for generating Renewals. If none is mapped, the system will default to use the Contract Start Date + Contract Term (default of 12 months if none mapped). This is generated automatically by ScaleXP Invoicing; for other customers, it enables easier Invoice Matching.
Contract Term (optional): Length of contract in months. If none is mapped, this defaults to 12 months for all deals. This is used for generating Renewals if no Contract End Date is provided. This is generated automatically by ScaleXP Invoicing; for other customers, it enables easier Invoice Matching.
Annual Contract Value or ARR: This is used for generating Renewals.
Renewal Deal Reference - This is used for generating Renewals. See How to Auto-Link Renewal Deals in ScaleXP.
Invoice Frequency - This is used for Forecasting. It defaults to Monthly if no other field is mapped. This is generated automatically by ScaleXP Invoicing; for other customers, it enables easier Invoice Matching.
Map these fields in the screen as shown below.
Select Pipelines to include
When first configuring your CRM connection, you need to inform ScaleXP which deals are considered new sales and which are renewals.
- New sales pipeline(s) (as many as you want to track): New sales includes deals with new customers as well as upsell/expansion deals with existing customers.
- Renewals sales pipeline(s) (as many as you want to track): Renewals are existing contracts up for renewals.
- If you have an upsell pipeline, we recommend including it in the New Sales category.
In each section (shown below), use the dropdown at the top right to select the pipelines from your CRM to map into each category.
Note: We highly recommend having a New Sales and Renewals Pipeline in your CRM at bare minimum allowing you to separate the deal types in ScaleXP and filter relevant lists.
⚠️Important: Any Pipeline or Stage not selected in either New Customers or Renewals will not be visible for reporting anyplace in ScaleXP.
- For Hubspot and Pipedrive, you will be selecting from "Pipelines" in the Deal object.
- For Salesforce, you will be selecting from both "Record Types" and "Types" in the Opportunity object.
Configure stages (if required)
By default, ScaleXP pulls in deals from every stage within the pipelines selected in step 1.
How to exclude deal stages:
- If there are deal stages you wish to omit because the data is irrelevant, you can exclude the stages here.
- Simply click exclude next to each stage you wish to exclude from forecasts and reports.
Step 4: Set up Invoice Matching (if not using ScaleXP Invoicing)
When you’ve mapped these fields, they will inform ScaleXP’s Invoice Matching functionality.
See Invoice Matching: How to Create Contracts in ScaleXP linked to your Invoices and CRM Deals .
Best Practice:
Unless all of your deals are 12 month deals starting on the "Close Date", we highly recommend mapping Contract Start and Contract End dates so that open deal forecasts will be spread over the appropriate term. You can use automations in your CRM to populate those fields with relative dates if necessary.
Invoice Matching is not necessary if you use ScaleXP Invoicing for Hubspot.
Step 5: Set up contract management and forecasting
On the Customers tab, you will see these key reports
- Contracts
- Renewals
- New Sales in Progress.
You will also gain access to the Forecasting tab in ScaleXP and the ability to create metrics, reports, dashboards and presentaions using your CRM data.
See:
Step 6: Set up reporting
Once your CRM sales pipelines and stages have been configured in ScaleXP, this information will be available in pre-configured reports as well as for your own customised uses.
On the Reports page, you can add Pipeline and Stage detail to any report including (but not limited to) the information listed under Dashboards below.
On the Dashboards page, you can select pre-configured visualisations of sales and renewal data such as the following:
- Sales Funnel: Contract Value in Progress
- Sales Funnel: Deals in Progress
- Sales Funnel: Contract Value Won & Lost
- Sales Funnel: Deals Won & Lost
- Renewals: Deals Won & Lost
- Deals Won: Contract Value
- Renewal Retention Rate % (ACV of deals)
- Renewal Retention Rate % (# of deals)
You can also create your own reports using any combination of CRM, Customer page and financial data as well as any defined metrics. See:
- Getting started with Reports: how to create and edit a report
- Getting started with Dashboards , and
- What is the ScaleXP Metric Library?