This article explains how to configure your CRM — HubSpot (with or without the ScaleXP Invoicing module), Salesforce, or Pipedrive — so it works correctly with ScaleXP for subscription management, renewal tracking, and reporting.
Overview: What you can do with your CRM integration
When configured correctly, your CRM becomes the source of contract and subscription data, while your accounting system remains the source of invoices and financial transactions.
This setup allows ScaleXP to automatically:
- Send deal and contract data from your CRM into ScaleXP
- Generate invoices from CRM deals (when using the ScaleXP Invoicing module)
- Track contracts and subscription renewals
- Keep CRM, billing, and accounting data aligned
Correct CRM configuration is essential for accurate forecasting, subscription management, and automated revenue workflows.
How the CRM integration works
ScaleXP reads deal data directly from your CRM, including information such as:
- Deal value
- Contract start and end dates
- Products or SKUs
- Renewal relationships between deals
ScaleXP combines this CRM data with data from your accounting system to create a unified revenue dataset. Once configured, ScaleXP can automatically:
- Track contract values
- Generate revenue recognition schedules
- Forecast future revenue
- Monitor upcoming renewals
- Link renewal contracts to previous contracts
- Align CRM deal data with accounting invoices
- Report on contract value, pipeline, and future revenue
This allows ScaleXP to track the full lifecycle of your customer contracts, from initial sale through renewal.
Before you connect
For best practice in how to structure your CRM data, see ScaleXP CRM integration best practices. If using ScaleXP Invoicing, also see How to set up ScaleXP Invoicing (Step 1): Installing the invoicing module.
1. Connect HubSpot, Salesforce, or Pipedrive to ScaleXP
Connect your CRM system to ScaleXP (and, if relevant, ScaleXP Invoicing):
- Go to Load Data (top tab), then Connections (left sidebar).
- Select your CRM and follow the prompts to authorize the connection.
2. Map your CRM data in ScaleXP
Next, configure your settings to map your CRM fields to ScaleXP. See detailed instructions in CRM integration: how to map CRM data in ScaleXP, and helpful hints on your CRM setup and key fields in ScaleXP CRM integration best practices.
3. Set up contracts
Setting up contracts in ScaleXP is key to getting useful reporting. There are three possible ways to create a contract in ScaleXP:
- Automatically, via ScaleXP Invoicing.
- By matching CRM deals to accounting invoices in invoice matching — see Invoice matching (booked vs billed): how to create contracts in ScaleXP linked to your invoices and CRM deals.
- By adding manually and attaching to invoices on the contracts page — see How to add a contract.
See also View your contracts: an overview of contracts in ScaleXP.
Note: If you are not using ScaleXP Invoicing, the contracts will be blank until you create them.
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.
4. Set up reporting
Where to find CRM reports
On the Customers tab, you will see these key reports:
- Contracts
- Renewals
- New Sales in Progress
- Invoice Matching (if not using ScaleXP Invoicing)
You will also gain access to the Forecast tab in ScaleXP and the ability to create metrics, reports, dashboards, and presentations using your CRM data.
Reports and dashboards
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 customized uses. See also Data fields for advanced reporting.
On the reports page, you can add pipeline and stage detail to any report. On the dashboards page, you can select pre-configured visualizations of sales and renewal data such as:
- 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
- What is the ScaleXP metric library?
- How to change definitions of pre-set SaaS metrics and KPIs; what SaaS metrics are recommended