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Options for better renewal data

Use Option 1 for this year's recurring revenue from the invoices you already have, Option 2 to see invoices you haven't issued yet, and Option 3 to forecast renewals.

Option 1: Make your invoice dates clear

Your invoices already hold most of what ScaleXP needs. When an invoice line covers a period, for example "Annual subscription 1 Jan 2027 - 31 Dec 2027", ScaleXP spreads that revenue over the period, so the revenue for the months ahead is already known.

  1. Write one clear date range on each line item. See How ScaleXP reads dates.
  2. Check how ScaleXP has read your recent invoices on the Customers tab, and fix any it got wrong. See Revenue setup 1: Configure and validate revenue recognition.
  3. Keep recurring and one-time revenue in separate accounts, so setup fees don't count as recurring revenue.
  4. If you use repeating invoices in Xero, check they show correctly. See Why are my future repeating invoices not showing up correctly on the customers page?

This option needs no extra setup and works for every company.

Option 2: Create contracts

A contract holds a customer's deal: its start and end dates, its value and every invoice expected under it. Contracts let ScaleXP see invoices that haven't been issued yet, and they are what renewals are built from.

  1. If you are connecting a CRM, check Before you get started: Subscription management and renewals first.
  2. Create contracts in one of three ways:
    • Automatically with ScaleXP Invoicing, if you invoice from HubSpot, Salesforce or Pipedrive.
    • By matching CRM deals to invoices on the Invoice Matching page. Invoice Matching is for organizations not using ScaleXP Invoicing; with ScaleXP Invoicing, contracts are created automatically. See Invoice matching: How to create contracts linked to invoices and CRM deals.
    • By hand on the Contracts page, attached to the invoices you have already issued. This needs no CRM. See How to add a contract.
  3. Review your contracts on the Contracts page. See View your contracts: An overview of contracts in ScaleXP.

Option 3: Set up renewals

Once you have contracts, ScaleXP creates the expected renewal for each one, so you can see the revenue coming up for renewal and plan the conversations ahead of time.

  1. Choose your renewals pipeline and default renewal settings, for example the accounts to include and the value contracts usually renew at. See Renewals: Initial setup steps.
  2. Review the renewals schedule. See View and manage your renewals schedule.
  3. Add renewals and future invoices to a Customers tab report, so they show beside your issued invoices. See How to add renewals and future invoices to the customers tab.

Which option to start with

ScaleXP can show your future revenue and upcoming renewals as well as what you have already invoiced. How far ahead it can see depends on the data you give it, so start with the invoices you already have, then add contracts and renewals when you need a fuller view.

  • You only need this year's recurring revenue right: Option 1 is usually enough.
  • You want to see invoices you haven't issued yet: add Option 2.
  • You manage renewals and want to forecast them: add Option 3 after Option 2.