From setting up your account and preferences to configuring your Profit & Loss and revenue recognition.
You’ll find step-by-step guidance, helpful articles, and videos tailored to your setup.
Whether you’re new to ScaleXP or just need a refresher, this page will point you in the right direction and ensure your dashboard is configured correctly from day one.
The first step is to grant access to your team members. To do this you need to:
Go to Settings > Team Members to add or edit user access.
Use the Add Team Member button (top right)
Click the arrow next to a name to change permission
Full access = edit & interact
Full view = view only, no edits
Use the bin icon to remove access
Next, you want to set the financial year of your Company. You do this by:
Once you’ve granted access and set your financial year, you can now customise your dashboard by loading in your brand colours and logo. To do this you need to:
Once all of the above is complete, you can add additional reporting preferences and settings such as:
Set up 2FA
Hide accounts with no values
This will remove nominal accounts with zero balances from reports and dashboards.
Change date viewing (by user)
Go to Settings > Profile, then use the dropdown to select your preferred date format:
DD-MM-YYYY (British)
MM-DD-YYYY (American)
YYYY-MM-DD (International)
Your choice will apply across the ScaleXP platform.
Now you’ve set up your accounts fundamentals, we need to configure your P&L. To do this you need to:
Go to Settings > Team Members to add or edit user access.
Go to Load Data > Configure P&L, BS, or access via Reports > Edit.
Changes here affect all reports and dashboards system-wide.
Use arrows or Expand All to view and manage account groupings.
Rename a Financial Category using the pencil icon.
Create Groups or Sub Groups by selecting accounts and using the “Create Group” or “Create Sub Group” buttons.
Move groups with the six-dot drag handle, or recreate them in a new category via “Move to.”
Delete groups with the bin icon, accounts move back to the main category (they’re never deleted).
Colour coding helps ensure accounts are in the correct type (e.g., revenue, cost).
All changes are saved automatically and applied instantly.
Once you have configured your P&L, please double-check that the colour coding is 100% consistent.
Revenue recognition can be complex, so we’ve broken it down step by step for you below.
Start here:
Please take a moment to read through the attached article below, where we breakdown the different revenue reporting views. This will help you understand exactly what you need on your dashboard.
Then follow these steps:
Found under the Customers tab > Reports.
Revenue Recognition: An accounting view showing partial revenue for invoices that span across months.
MRR (Monthly Recurring Revenue): A full month analysis showing total recurring revenue, useful for business analysis.
You can create and customize multiple versions of these reports.
Settings to configure:
View: Switch between Revenue Recognition or MRR.
Date Range: Define start and end dates for report visibility.
Accounts: Filter by relevant accounts (typically recurring for MRR).
Lost After: Set the grace period before customers are marked as lost.
Invoices: Choose which invoices to include (all or last 30 days).
Data to Display: Toggle between revenue types (e.g., New, Upsell, Lost).
Changes are saved automatically. For new configurations, use Save as New.
ScaleXP uses NLP to identify dates in invoice and bill line descriptions.
Common terms like “annual”, “quarterly”, and durations like “8 months” are automatically detected. If no dates are found, the system defaults to the current month.
Review Current Setup
Identify issues with current P&L and Balance Sheet structure.
Define New Method
If Required
Create new GL codes if needed.
Update invoice templates.
Prepare and upload historic data using new codes.
Configure System
Set up mappings and automate report generation.
Verify & Test
Run test reports.
Check for accuracy.
The next step is to make sure your invoice dates are properly cleaned, and once you’re happy, one final review, and you’re good to go.
Here’s how to Edit Customer Invoice Dates:
Go to Customers > Revenue Recognition.
Find the customer and click the down arrow to view invoices.
Click the pencil icon next to the invoice.
In the pop-up, update the date (type or use calendar).
Click Save.
Tip: For Xero users, you can open the invoice in Xero via the button in the top right.
Go to Customers > Revenue Recognition.
Click Configure Report (top right).
Use the Accounts filter to select specific GL codes.
The report will now show revenue recognition by the selected GL code(s).
This helps you look into revenue by account for better accuracy and analysis.
Optional setups (only if applicable):
To control how revenue is spread across months:
Go to Customers tab > click the cog (top right) > select Account Rule Recognition.
Click Add Account Rule.
Choose the GL account, number of months to spread revenue, and % per month.
Toggle “Set start to invoice issue date?” if you want allocation to begin from the invoice date.
Click Create to save your rule.
Use this to tailor how revenue is recognized for each account.
To recognise revenue based on usage or % completion:
Go to Customers (top bar) > click the cog (top right) > select Usage Based Recognition.
In the pop-up, click the button at the bottom to set up a nominal account as usage based.
Select the account(s) you want to mark as usage based.
Use this when revenue needs to align with actual usage or delivery progress.
Looking to achieve a specific outcome? These pages show you how to setup a range of different benefits.
Getting started with ScaleXP is easy! Try it for yourself free for 7 days. Or, if you have specific questions, just use the button on the left to schedule a quick meeting.
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