Renewal Management for QuickBooks & Xero users

Automate Renewal Management With Financial Accuracy

Manage contract renewals in one connected workflow across billing, revenue, and forecasting.

  • Track renewals before revenue is missed
  • Eliminate spreadsheet-led renewal processes
  • Improve billing and forecast accuracy
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4.9

in Xero & QuickBooks app stores

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ScaleXP is an approved app for leading accounting & CRM systems

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Renewal tracking breaks easily

Disconnected forecasting process across spreadsheets, CRM, billing, and accounting systems

Renewals often sit across spreadsheets, CRM fields, and invoice records. That makes it hard for finance teams to know what is due, what has changed, and what revenue to expect next.

  • Renewal dates are tracked in multiple places
  • Billing can drift from contract timing
  • Upsells and downgrades complicate renewal values
  • Forecasting is disconnected from live renewal activity
Disconnected forecasting process across spreadsheets, CRM, billing, and accounting systems
Recurring revenue and renewals dashboard connected to HubSpot and accounting

ScaleXP brings renewals into a controlled finance workflow

ScaleXP helps teams track contract renewals, flag them early, and connect renewal activity to billing, revenue recognition, and forecasting.

It replaces fragmented tracking with a clearer operational process grounded in live contract and invoice data.

  • Auto-flag upcoming renewals before due dates
  • Combine invoice data to show full renewal value
  • Support billing, revenue schedules, and reporting from the same workflow
Recurring revenue and renewals dashboard connected to HubSpot and accounting

How It Works

Work delivered and revenue earned in March for 25,000 pounds, invoiced in April, creating accrued income and a March journal entry
  • Capture contract data: Renewal timing and related invoice activity are pulled into one connected view.
  • Flag renewals early: Upcoming renewals are identified in advance so teams can act before expiry.
  • Reflect contract changes: Upsells, downgrades, and amendments are included in the renewal picture.
  • Align billing activity: Teams can use renewal timing to support accurate invoice processing and follow-up.
  • Feed finance reporting: Renewal activity flows into revenue schedules, forecasting, and broader month-end reporting.
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Work delivered and revenue earned in March for 25,000 pounds, invoiced in April, creating accrued income and a March journal entry

What Changes for Your Team

Before ScaleXP

  • Renewals are tracked in spreadsheets or CRM notes
  • Invoice data is checked manually across customers
  • Contract changes obscure true renewal values
  • Future revenue is reviewed outside the renewal process

After ScaleXP

  • Renewals are tracked in one systemised workflow
  • Invoice data supports a clearer renewal view
  • Contract changes are easier to review together
  • Renewal activity supports finance reporting and forecasting
Book a Demo

Protect recurring revenue

alt="Dashboard showing renewals, billing accuracy, recurring revenue, and finance workflow visibility"

Missed or delayed renewals create avoidable leakage. ScaleXP helps finance and commercial teams identify renewal activity earlier, manage contract changes more clearly, and improve visibility into expected recurring revenue.

  • Reduce the risk of forgotten renewals
  • Start renewal actions earlier
  • Support timely payments
  • Improve visibility of expected recurring revenue
alt="Dashboard showing renewals, billing accuracy, recurring revenue, and finance workflow visibility"

Improve billing accuracy

alt="Dashboard showing renewals, billing accuracy, recurring revenue, and finance workflow visibility across accounting systems"

When renewals and billing are disconnected, invoice timing and contract values can drift. ScaleXP helps teams work from a clearer view of renewal timing, contract changes, and invoice data.

  • Align renewal timing with billing actions
  • Review upsells and downgrades together
  • Reduce manual checking across invoice records
  • Support cleaner downstream finance processes
alt="Dashboard showing renewals, billing accuracy, recurring revenue, and finance workflow visibility across accounting systems"

Strengthen finance workflows

Illustration showing how ScaleXP automates revenue recognition under ASC 606 for SaaS, marketing agencies, and professional services using subscription, project, milestone, and contract-based revenue recognition.

Renewals affect more than customer follow-up. They influence deferred revenue, recognition schedules, and the quality of month-end reporting. ScaleXP supports a more connected workflow across renewals, billing, and finance.

Illustration showing how ScaleXP automates revenue recognition under ASC 606 for SaaS, marketing agencies, and professional services using subscription, project, milestone, and contract-based revenue recognition.

Reduce spreadsheet complexity

Visual showing the limitations of spreadsheet-based renewal tracking, with scattered files and disconnected teams across entities, countries, and currencies. ScaleXP is illustrated as a unified system replacing manual spreadsheets to improve speed, visibility, and control.

Spreadsheet-led renewal tracking slows teams down and weakens control, especially across entities, countries, and currencies. ScaleXP replaces manual files with a more connected system view.

  • Remove version-control issues
  • Improve consistency across subsidiaries
  • Support multi-country operations
  • Reduce local spreadsheet workarounds
Discuss Your Requirements
Visual showing the limitations of spreadsheet-based renewal tracking, with scattered files and disconnected teams across entities, countries, and currencies. ScaleXP is illustrated as a unified system replacing manual spreadsheets to improve speed, visibility, and control.

With the ScaleXP platform, you can:

Recurring revenue and renewals dashboard connected to HubSpot and accounting
Recurring revenue and renewals dashboard connected to HubSpot and accounting

Built for finance-led teams

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  • CFOs managing recurring revenue control
  • Finance Directors improving billing discipline
  • Controllers reducing spreadsheet dependence
  • Finance Managers supporting month-end accuracy
  • SaaS teams with contract-driven renewals
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Trusted by Finance Teams Who Cannot Afford Errors

Thanks to ScaleXP we're now producing more insights, faster and with greater accuracy. The system is intuitive, user friendly and constantly improving. The team made us successful with the product from the outset.
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Tom - Online Review
We are using ScaleXP to untangle a number of complexities in our business model. ScaleXP is giving us the agility we need to make business decisions in a more informed way and at a faster pace than we've even been able to before. The client support team has been exceptional in digging into our needs and ensuring the platform is delivering!
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Michelle - Online Review

Renewal management software FAQs

Renewal management software helps teams track upcoming customer and contract renewals, monitor timing and value, and coordinate the commercial and finance actions required before expiry. For SaaS and subscription businesses, the most useful systems connect renewal data to CRM records, invoicing, recurring-revenue reporting and forecasting rather than treating each renewal as an isolated reminder. ScaleXP brings these sources together so teams can review the expected renewal, related changes and financial impact in one workflow.

ScaleXP brings renewal dates, customer information, contract values and invoice activity into one connected view. Upcoming renewals are flagged in advance, giving finance and commercial teams time to confirm the expected value, contact the customer and prepare the next billing action. Because the renewal remains linked to customer and invoice data, users can understand the full relationship rather than relying on a single CRM date or spreadsheet row.

ScaleXP reduces reliance on personal calendars, CRM notes and renewal spreadsheets by creating a visible, repeatable workflow. Upcoming renewals are surfaced early and connected invoice data helps teams identify accounts that need action. This reduces delayed billing and the risk that recurring revenue lapses because a renewal was overlooked. It also gives finance better visibility of revenue at risk, enabling earlier escalation and a more reliable renewal forecast.

ScaleXP captures contract changes alongside the renewal so teams can review the revised customer value in context. Upsells, downgrades and amendments feed the renewal picture and recurring-revenue reporting, preventing the original contract value from remaining in forecasts after commercial terms change. The movement can also be reflected in ARR, MRR, expansion and contraction analysis, giving finance and customer teams a consistent view of the post-renewal relationship.

Yes. ScaleXP can combine customer and invoice information to show the wider renewal rather than forcing users to inspect each invoice separately. This is useful when one contract is billed through several invoices, covers multiple products or has changed during the term. A consolidated view helps finance verify the expected renewal value, identify missing billing and understand how the customer’s total recurring revenue has moved.

Yes. ScaleXP connects renewal and contract information from CRM systems such as HubSpot, Salesforce and Pipedrive with accounting and invoice data. Commercial teams can continue working in the CRM while finance uses the connected data for renewal review, billing and reporting. Mapping relevant dates, products, values and customer identifiers creates a shared renewal view without requiring either team to maintain a second spreadsheet.

Yes. Renewal dates, expected contract values and customer changes can feed revenue forecasting and recurring-revenue reporting. ScaleXP can reflect renewals, expansion, contraction and churn in measures such as ARR, MRR, NRR and GRR, with customer-level detail underneath. Connecting the renewal pipeline to actual invoices also helps finance distinguish confirmed recurring revenue from amounts still dependent on customer action.

Yes. ScaleXP supports multi-entity and multi-currency finance workflows, allowing renewal activity to be reviewed across subsidiaries, countries and reporting currencies. Finance leaders can obtain a group view while retaining local customer, entity and invoice detail. The precise entity structure, currency conversion and billing configuration should be agreed during implementation so renewal reporting remains consistent with local accounting and group forecasting.