ScaleXP automates the finance workflow between HubSpot and QuickBooks, from invoicing and revenue assurance, to revenue recognition, subscription metrics and forecasting.
in Xero & QuickBooks app stores
HubSpot knows what your customers agreed to buy. QuickBooks knows what was invoiced, paid and posted to the accounts.
ScaleXP connects the two, so Finance can understand what should be billed, what has actually been billed and paid, what revenue should be recognised, and what happens next.
Start with the commercial information already captured in HubSpot, the customer, Deal, Line Items, products, quantities, prices and contract dates.
ScaleXP uses that information to build the finance view of what should be invoiced and when, replacing separate billing spreadsheets with a connected schedule that Finance can review before invoices are created.
The result? Clearer billing control, less manual spreadsheet work
Once a billing schedule is approved, ScaleXP prepares draft QuickBooks invoices using the same commercial data, without re-keying it into another system.
This creates a clear connection between what Sales agreed with the customer and what Finance ultimately bills, while Finance retains control of the invoice before it is approved and sent.
The result? Faster invoicing, fewer errors, less missed revenue
Learn about our CRM Billing and Invoicing automation.
Once an invoice exists, Sales and Customer Success still need visibility over whether the customer has paid.
ScaleXP connects payment status back into the HubSpot workflow, so commercial teams can see relevant finance information without waiting for a manual update from Finance.
The result? Fewer internal handoffs, better visibility over receivables
Billing and revenue recognition are not the same thing.
ScaleXP combines commercial context from HubSpot with QuickBooks invoice and accounting data to calculate recognised, deferred and accrued revenue, and helps Finance prepare the journals behind it, particularly valuable where the invoice date and the revenue-recognition period fall in different months.
The result? Faster month end, clearer audit support
Calculate recurring-revenue metrics using the same connected commercial and finance information that supports the rest of the workflow, so Finance can drill from headline numbers back into the underlying customer and source data behind them.
The result? Trusted board metrics, no separate workbook.
Explore SaaS Metrics with ScaleXP.
Revenue leakage is rarely one dramatic error. More often, it comes from small differences between what was sold and what ultimately reached Finance.
ScaleXP compares HubSpot bookings with QuickBooks billing information, so Finance can check that everything expected to be billed actually was.
Recurring-revenue reporting is most useful when Finance can explain the numbers underneath it.
ScaleXP uses connected customer, deal, contract and invoice information to calculate ARR and MRR, and to show the customer movements driving the change from one month to the next.
For more details, see SaaS Metrics.
Revenue recognition is one of the areas where a simple CRM-to-accounting connection is not enough.
ScaleXP uses commercial dates and revenue information from HubSpot together with QuickBooks invoice and accounting data to calculate recognised, deferred and accrued revenue, and to prepare reviewable accounting journals that Finance can check before posting.
For revenue revenue workflows, see Revenue Recognition software.
Historical accounts tell you what has already happened. Finance also needs to understand what is coming next.
ScaleXP combines current contracted revenue, HubSpot pipeline and QuickBooks actuals to create a forward-looking revenue view that refreshes automatically as the underlying data changes.
For more detail, see our Revenue Forecasting functionality.
HubSpot and QuickBooks Online can already sync core information such as customers, products, invoices and payments.
ScaleXP isn’t there to reproduce that connection, HubSpot manages the customer and commercial workflow, QuickBooks manages invoicing and the accounting record, and ScaleXP connects what those systems mean financially.
ScaleXP is particularly suited to businesses where customer agreements create recurring or contracted revenue that Finance needs to track beyond the original sale,including subscription businesses, SaaS and software companies, and other recurring-revenue models.
ScaleXP works with the systems your teams already use.
Use HubSpot for the customer and commercial workflow, QuickBooks for accounting, and ScaleXP for the finance work between them, adding more control around billing, revenue accounting, recurring-revenue reporting and forecasting without replacing the core systems already embedded across the business.
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.)
Yes. HubSpot and QuickBooks can be connected so sales and finance teams can share customer, invoice, payment and revenue information.
ScaleXP goes further by joining HubSpot and QuickBooks data into a revenue intelligence layer for billing, invoicing, revenue recognition, deferred revenue, forecasting, SaaS metrics and reporting.
Yes. ScaleXP can use HubSpot Deal and Line Item data to prepare QuickBooks invoice outputs for finance review.
This helps finance teams move from Closed Won Deal to billing without rebuilding the deal manually in QuickBooks.
ScaleXP can use HubSpot data such as Company, Deal, Product, Line Item, quantity, price, start date, end date, billing frequency and renewal information to support invoice output creation.
Yes. Where configured, ScaleXP can sync invoice and payment status back into HubSpot so sales and customer success teams can see billing progress and payment context without asking finance for manual updates.
This helps teams identify unpaid invoices, billing gaps and customer issues earlier.
Yes. HubSpot Deal data can provide useful commercial context for QuickBooks revenue recognition, including Company, Product, Line Item, contract term, billing dates, service periods, renewal information and owner.
ScaleXP can combine HubSpot data with QuickBooks invoice data to support recognised revenue, deferred revenue and accrued revenue schedules.
This helps finance teams connect commercial activity with accounting treatment and reporting.
ScaleXP can work with QuickBooks Online, including Simple Start.
The best setup depends on the finance workflows you need, such as invoicing, classes, locations, revenue recognition, reporting, consolidation or forecasting.
Even if you are using a simple QuickBooks setup today, ScaleXP can help connect QuickBooks and HubSpot data into a stronger revenue reporting layer.
QuickBooks Classes can be used to report revenue, costs or profitability by business unit, product line, department, region, channel or another management reporting dimension.
ScaleXP can help connect HubSpot Deal and Line Item data with QuickBooks Classes so finance teams can report revenue by customer, Company, Deal, Product, HubSpot owner, class or other commercial dimension.
This is especially useful where HubSpot holds the commercial detail, but QuickBooks holds the accounting record.
Yes. Many companies manage sales through one HubSpot portal but operate several legal entities in QuickBooks.
ScaleXP can support workflows where HubSpot Deals are mapped to the correct QuickBooks entity for billing, revenue recognition, forecasting and reporting.
This is useful for multi-entity groups that want one commercial pipeline view in HubSpot and separate accounting records in QuickBooks, while still producing consolidated revenue reporting for leadership and board packs.
No. HubSpot remains the CRM and QuickBooks remains the accounting system.
ScaleXP sits between them as the revenue intelligence layer, joining the data for billing, invoicing, revenue recognition, forecasting, SaaS metrics and reporting.
This means teams can keep their existing systems while improving finance workflows and revenue visibility.
Yes. ScaleXP can support workflows where the end customer is tracked in HubSpot but the invoice is raised to a distributor, reseller or channel partner in QuickBooks.
This helps finance bill the right customer while keeping commercial reporting connected to the real end customer.
This is useful for channel sales billing automation, reseller billing automation, distributor invoicing and Sold To / Billed To workflows.
Yes. ScaleXP can support reporting, forecasting, revenue recognition and consolidation across multiple QuickBooks entities, depending on the company setup and required workflows.
This is useful for companies that use one HubSpot portal for sales but several QuickBooks entities for accounting.
ScaleXP integrates HubSpot with QuickBooks by connecting HubSpot Deals, Products and Line Items to QuickBooks invoicing, so finance teams can create invoice outputs from Closed Won deals, sync payment status back to HubSpot, and support revenue recognition without manual re-entry. QuickBooks remains the accounting system and HubSpot remains the CRM; ScaleXP simply joins the data between them.
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.