Use QuickBooks Online data with an AI-enabled reporting layer for SaaS finance metrics.
ScaleXP helps SaaS finance teams using QuickBooks Online move beyond manual ARR and MRR spreadsheets. Track recurring revenue, retention, churn, cohorts and board KPIs from one finance reporting layer built on trusted accounting data.
in Xero & QuickBooks app stores
QuickBooks is the source of truth, but SaaS finance teams need more than standard reports.
ARR, MRR, churn, retention, cohorts, and deferred revenue often live in spreadsheets that become harder to manage as you scale. The issue is not just time, it is credibility.
Finance teams must explain revenue clearly, answer investor questions quickly, and show SaaS metrics tie back to accounting data. When metrics sit across disconnected spreadsheets, teams spend more time proving numbers than explaining performance.
ScaleXP connects to QuickBooks and turns accounting data into a SaaS metrics dashboard for ARR, MRR, retention, churn, cohorts and board reporting.
QuickBooks remains the finance data source. ScaleXP adds the SaaS metrics logic, AI-enabled customization and reporting structure finance teams need as the company scales.
ScaleXP is built for SaaS finance teams that use QuickBooks. It helps companies move from manual ARR and MRR spreadsheets to repeatable SaaS reporting that can grow with the business.
ScaleXP is listed on the QuickBooks App Store and is built for SaaS finance teams that need more than standard accounting reports.
Finance leaders use ScaleXP to automate SaaS metrics, deferred revenue, revenue recognition, forecasting, dashboards and board reporting from finance and revenue data.
ScaleXP supports SaaS metrics, revenue recognition, deferred revenue, prepayments, reporting, budgets, forecasts, dashboards, customer reporting and finance workflows for scaling SaaS companies.
ScaleXP helps SaaS finance teams report metrics such as ARR, MRR, churn, retention, revenue movements, cohort performance and board-level SaaS KPIs.
Common metrics include: ARR and MRR, New MRR, expansion MRR, contraction MRR and churned MRR, Net Revenue Retention and Gross Revenue Retention, Logo churn, revenue churn and customer churn, revenue by customer, product, class, location, entity or region, Deferred revenue and recognized revenue, actuals vs budget tracking by Location and Class, board and investor reporting KPIs
MRR is a SaaS performance metric, while deferred revenue is an accounting balance, and ASC 606 determines when revenue is recognized.
Because of this, MRR, ARR, deferred revenue, and recognized revenue rarely move in sync, especially with annual prepaid contracts where a single invoice can impact multiple metrics across different periods.
ScaleXP keeps SaaS metrics aligned with QuickBooks data and revenue schedules, making performance and financial reporting easier to reconcile and explain.
Read more about automating Revenue Recognition, including Deferred and Accrued Income.
ScaleXP is designed to start with core QuickBooks SaaS metrics, then support more complex reporting as the company grows.
That matters because SaaS reporting usually becomes more complex over time. Companies add new products, new sales channels, new classes, new locations, new entities, new currencies and new investor reporting requirements.
This helps finance teams avoid replacing their reporting model every time the business becomes more complex.
Requirement
QuickBooks / Spreadsheets
ScaleXP
ARR & MRR reporting
Limited / Manual
Automated
Churn, expansion, contraction
Limited / Manual
Available
NRR & GRR
Not native / Manual
Available
ASC 606 revenue recognition reporting
Limited / Manual
Supported
Board reporting
Limited / Fragile
Repeatable
Multi-entity SaaS reporting
Limited / Complex
Supported
Use QuickBooks Online as your finance data source and ScaleXP as the SaaS metrics layer on top.
Track ARR, MRR, churn, retention, cohorts, deferred revenue and board KPIs with reporting that can grow from the first dashboard to multi-entity investor reporting.
Reduce time spent manually tracking deferred revenue, income in advance and pre-paid expenses. Eliminate tedious spreadsheet tracking and improve accuracy.
ScaleXP fully automates revenue recognition and prepayments using a sophisticated series of text recognition algorithms, which read and process all of the data and text on invoices.
ScaleXP builds a forecast directly from HubSpot and QuickBooks or Xero
Keep your teams aligned with a seamless sync between HubSpot and your accounting software (Xero, QuickBooks).
ScaleXP automatically updates payment status and customer financial info in real time, so your sales and customer success teams can instantly see if a client is up to date or overdue, all within HubSpot.
+ accounting data
+ accounting data
Fully integrate HubSpot and accounting data
Ensure all invoices are issued on time
In limited cases
Automatically track contract renewals
In limited cases
Understand data using AI powered dashboards across integrated datasets
Understand the highest growth customers, their channel, sector and geography
Automate business critical KPIs by fully integrated data sets
Automate sales forecasts
We are a SAAS company with multiple entities and currencies and use ScaleXP for revenue recognition and consolidation. I'm very impressed how quickly ScaleXP can sync and pull through this data. It's saved us lots of manual processes.
Xero Review 
Invoicing and associated reporting can be fully automated in Xero and QuickBooks.
ScaleXP will automatically provide a two way sync between HubSpot and your accounting system once daily. You can also generate an immediate sync at any time, as often as you like.
Xero and QuickBooks can be automatically updated with draft revenue recognition journals. You simply review and click to approve. Journals can not be automatically passed to Zoho Books, but ScaleXP provides the full journal and a comprehensive CSV download.
Yes. ScaleXP provides full automation of all your sales revenue, past, current and future, including providing the associated accounting journals for accruals and deferrals in Xero and QuickBooks.
Further, ScaleXP provides a full breakdown of all revenue shown on your Income Statement as well as all deferred income and accrued revenue shown on your Balance Sheet.
Revenue recognition schedules can be viewed by customer, by invoice, and by general ledger code. And, in case that’s not enough, all schedules can be downloaded to a spreadsheet or CSV.
By default, ScaleXP syncs daily between HubSpot and your accounting software. However, you can also trigger an immediate sync at any time. This ensures that new deals, invoices, and payments stay current across both systems on a daily basis.
Currently ScaleXP’s HubSpot invoicing automation works with Xero and QuickBooks. Invoices generated from HubSpot are posted directly into Xero or QuickBooks, where you can finalize and send them. (If you use other accounting software, ScaleXP can still produce the required journal entries for you to upload.)
QuickBooks Online contains invoice, customer and accounting data, but it does not provide a complete SaaS metrics dashboard for ARR, MRR, churn, NRR, GRR and cohort reporting. ScaleXP adds a SaaS metrics layer on top of QuickBooks.
A QuickBooks SaaS metrics dashboard turns QuickBooks Online data into SaaS KPIs such as ARR, MRR, churn, expansion, contraction, NRR, GRR, deferred revenue, ASC 606 revenue recognition and board reporting metrics.
SaaS companies usually start with QuickBooks invoice and customer data, identify recurring revenue, exclude one-time fees, spread annual or multi-period invoices across service periods and classify customer movements by month.
Yes. Annual invoices can be converted into monthly MRR by spreading the recurring contract value across the relevant service period. This helps finance teams compare recurring revenue consistently month by month.
Deferred revenue and MRR measure different things. MRR normalizes recurring revenue for SaaS performance reporting. Deferred revenue shows invoiced revenue not yet recognized. Annual contracts, service periods, upgrades and renewals can affect both differently.
Yes. ScaleXP can help finance teams manage revenue recognition, deferred revenue schedules and SaaS reporting from QuickBooks data. This is useful for SaaS companies that need ASC 606-aligned revenue recognition workflows.
ScaleXP can help SaaS finance teams report retention metrics such as Net Revenue Retention and Gross Revenue Retention using recurring revenue and customer movement data from QuickBooks and other connected systems.
Yes. ScaleXP can support cohort analysis for SaaS finance teams that need to analyze customer groups, retention trends and revenue behavior over time.
ScaleXP can help SaaS finance teams report metrics such as ARR, MRR, new ARR, new MRR, expansion ARR, expansion MRR, contraction ARR, contraction MRR, churned ARR, churned MRR, reactivation ARR, reactivation MRR, ending ARR, ending MRR, committed ARR, booked ARR, NRR, GRR, logo churn, revenue churn, customer churn, customer count, new customers, lost customers, reactivated customers, customer expansion, customer contraction, average revenue per account, average revenue per user, customer lifetime value, customer acquisition cost, CAC payback, cohort analysis, revenue by customer, revenue by product, revenue by class, revenue by location, revenue by entity, revenue by region, deferred revenue, recognized revenue, forecast revenue, actuals vs budget, forecast vs actuals and SaaS board KPIs.
Yes. ScaleXP can support SaaS reporting by QuickBooks class, location, customer, product or other available reporting dimensions where the underlying QuickBooks data supports that view.
AI can help finance teams customize reporting views, adapt dashboards to board requirements and move faster from raw QuickBooks data to useful SaaS performance analysis. ScaleXP uses an AI-enabled reporting layer to make SaaS metrics easier to tailor as the business changes.
ScaleXP can reduce the need for manual SaaS metrics spreadsheets by connecting to QuickBooks and creating repeatable reporting for ARR, MRR, churn, retention, cohorts, deferred revenue and board KPIs.
Yes. ScaleXP can combine QuickBooks data with CRM and revenue data, helping finance teams connect what was sold, billed, recognized and forecast. This is useful for SaaS companies using systems such as HubSpot, Salesforce or Pipedrive.
Yes. ScaleXP can support QuickBooks and CRM reporting workflows, including Salesforce and HubSpot data. This helps finance teams align CRM deals, invoices, revenue recognition and SaaS metrics.
Yes. SaaS companies that sell through resellers, distributors or channel partners often need to report both the billing customer and the end customer. ScaleXP can support reporting workflows where the Sold To customer and Billed To customer are different.
Yes. ScaleXP can support reporting by reseller, distributor, partner or end customer where the underlying data structure supports that reporting. This helps finance teams analyze direct and indirect revenue channels.
Yes. ScaleXP can support SaaS reporting for multi-entity groups using QuickBooks. Finance teams can consolidate reporting across entities and analyze SaaS metrics such as ARR, MRR, churn, retention and revenue by company, region, product or group structure.
Yes. ScaleXP can support mixed-system groups that use both QuickBooks and Xero. This helps SaaS finance teams create group-level SaaS metrics and consolidated reporting across different accounting systems.
Yes. ScaleXP can support multi-currency and multi-entity reporting for SaaS finance teams that need group-level visibility across regions, entities or international operations.
A SaaS CFO should usually track ARR, MRR, new MRR, expansion MRR, contraction MRR, churned MRR, NRR, GRR, logo churn, revenue churn, customer count, deferred revenue, recognized revenue, forecast revenue and board-level SaaS KPIs.
A SaaS company should move beyond spreadsheets when SaaS metrics take hours to prepare, board reporting depends on manual formulas, deferred revenue and MRR are hard to reconcile, or finance needs consistent reporting across products, entities, currencies or sales channels.
Yes. ScaleXP is designed for SaaS companies that use QuickBooks Online and need reporting that can grow from basic ARR and MRR dashboards to advanced SaaS finance reporting, including retention, cohorts, ASC 606 revenue recognition, deferred revenue, consolidation and board packs.
Yes. ScaleXP supports SaaS metrics and board-ready reporting, helping finance teams prepare clearer reporting packs for leadership, boards and investors.
Yes. ScaleXP supports revenue recognition, deferred revenue, accrued revenue, revenue schedules and SaaS metrics, helping finance teams connect subscription performance with accounting workflows.
Yes. ScaleXP helps finance teams create board-ready and investor-ready SaaS reporting, including recurring revenue metrics, retention, churn, revenue reporting and consolidated performance views.
Getting started with ScaleXP is easy! Try it for yourself free for 7 days. Or, if you have specific questions, just use the button to the right to schedule a quick meeting.