ScaleXP Invoicing turns your Salesforce deals into invoices in Xero or QuickBooks Online, and the Invoice Mapping screen is where you tell ScaleXP which Salesforce field feeds each part of the invoice. This article walks you through every field on the mapping page so you can connect your customer details, invoice headers, and line items once and let ScaleXP generate accurate invoices automatically. If you haven’t connected Salesforce yet, start with how to configure HubSpot, Pipedrive, or Salesforce for ScaleXP.
Step 1. Open the invoice mapping screen
The mapping screen lives inside your Salesforce connection in ScaleXP.
Go to the Load Data tab in the top navigation.
Select Connections in the left-hand menu.
On the Salesforce connection card, click the three dots (⋯) next to Sync now.
Choose Invoice Mapping.
The Salesforce Invoice Mapping screen opens with all requirements grouped into sections. Use the Search requirements, fields, or notes box at the top to jump straight to any field.
Step 2. Understand the mapping table and field status
Each row pairs one ScaleXP requirement with the Salesforce field that supplies it, and shows the matching field in Xero or QuickBooks Online. For every requirement, open the Salesforce field dropdown and choose the Salesforce field that holds that piece of data. A few rows let you pick more than one field, and some line-item rows include a Visible in invoice checkbox that controls whether the value appears on the finished invoice.
The Status column tells you how much attention each row needs:
Required — needed for invoices to generate correctly.
Optional — map it when you want the extra detail; otherwise an invoicing default is used.
Conditional — required only in certain setups, such as multiple legal entities or complex billing schedules.
System-managed — created and maintained by ScaleXP, so there’s nothing for you to map.
System-managed fields are handled for you: ScaleXP sets the invoice date from your line items and billing logic, returns the invoice number from Xero or QuickBooks Online after sync, and tracks invoice status, the ready-to-sync flag, any sync error message, and the accounting record link back to the invoice in your accounting system. You can leave all of these alone.
For the wider picture of how ScaleXP reads your CRM data, see CRM integration: how to map CRM data in ScaleXP.
Step 3. Map the invoice fields
These fields populate the header of each invoice.
Legal Entity — the Xero or QBO entity that bills the invoice. Map this when one Salesforce org invoices through more than one accounting entity; it can be selected manually or linked to a Salesforce field.
Currency — the invoice currency, linked to a Salesforce field.
Due Date — link this to a Salesforce field to set the due date, or leave it to use your invoicing default. It can also be defined as a number of days after the invoice date.
Reference — the reference shown on the invoice. Useful for a PO number, customer reference, contract reference, or internal billing reference.
Tracking Category 1 / QBO Class — an optional accounting dimension for management reporting. Tick Visible in invoice to surface it.
Tracking Category 2 / QBO Location — a second optional accounting dimension. This can be left empty.
You can also map payment terms and an internal note here when your process needs them; payment terms fall back to a default if left undefined, and internal notes stay on the Salesforce record without syncing to the invoice.
Step 4. Map the customer and billing entity fields
These fields identify who you’re billing and create the customer record in Xero or QuickBooks Online when it doesn’t already exist.
Company Name / Billing Account — identifies the billing customer. If the customer already exists in your accounting system it’s matched; for new customers, ScaleXP uses the Salesforce data to create the customer in Xero or QBO.
Bill-to Contact — the billing contact’s name. This supports invoice routing and may differ from the primary sales contact.
Bill to Email — the invoice recipient’s email. One invoice recipient can be defined.
Tax ID / VAT / ABN — the customer’s tax registration details, often required for contact creation and tax compliance.
Billing Address — needed for contact creation and, in some regions, for invoice compliance.
Shipping Address — used as the shipping or delivery address; usually stored on the customer record unless you specifically display it on the invoice.
Tax Code / Tax Rate — the tax code applied to the customer in your accounting system. It can be imported from the accounting system and overridden by product or region rules.
Step 5. Map the line items
Line items are the heart of each invoice and drive recurring billing schedules. Map these from your Salesforce line-item object (such as Opportunity Line Item or Quote Line).
Product / Item Code — the primary bridge between your Salesforce commercial items and your accounting items in Xero or QBO.
Product / Invoice Description — the invoice line description. You can use standard product text or customer-facing quote language.
Quantity — the line quantity; a core field used to create each invoice line.
Unit Price — the unit amount or unit price. ScaleXP preserves currency precision and discount interactions.
Discount Amount — the discount held as a currency amount in the deal currency.
Discount Percentage — the discount as a percentage from 0 to 100. When both discount fields are mapped, the percentage takes precedence.
Account Code — maps the line to the chart-of-accounts code in your accounting system.
Tax Rate — the tax rate applied to the invoice line.
Line Start Date — used to group and generate recurring invoices.
Line End Date — used with the start date to determine the service period and the length of the recurring schedule.
Billing Frequency (in months) — how often invoices are sent; ideally a number such as 1 (monthly), 3 (quarterly), 6 (semi-annual), or 12 (annual).
Where invoices don’t follow a simple repeating cadence, a billing schedule or milestone mapping can drive generation from a custom schedule instead.
Step 6. You’re done — your Salesforce invoices are ready to sync
Click Save in the top right and your mapping is live. ScaleXP will now read your Salesforce deals and build invoices ready to push to Xero or QuickBooks Online, complete with the customer, header, and line-item detail you mapped.
From here you can:
- View and manage contracts: View your contracts: An overview of contracts in ScaleXP
- View and manage renewals: View / manage your renewals schedule
- Configure reporting: CRM Integration: How to Map CRM Data in ScaleXP, Data fields for advanced reporting and How to configure and validate revenue recognition in ScaleXP.
Related articles
How to configure HubSpot, Pipedrive, or Salesforce for ScaleXP
CRM integration: how to map CRM data in ScaleXP
What level of access do I need to add Salesforce data?
ScaleXP CRM integration best practices
Invoice matching (booked vs billed)