Once ScaleXP Invoicing is installed and your fields are mapped, you can create invoices from any Salesforce opportunity and send them to Xero or QuickBooks Online. Complete Step 3: Map Salesforce fields to ScaleXP Invoicing before you start.

1. Open the invoice editor

1. In Salesforce, open the opportunity you want to invoice.
2. On the ScaleXP Invoicing card, click View and amend invoices. The invoice editor opens.

2. Check the invoices are filled in

ScaleXP fills in the invoices from the opportunity's product lines, using your field mapping. If you change the products or billing details in Salesforce later, click Auto-Fill to rebuild the invoices.

Multiple entities: if more than one accounting entity is connected, select the entity that issues this invoice in Working in before you continue. If only one entity is connected, no action is needed.

If no invoices appear, the opportunity may have no products. Products are optional: either add products with the billing fields filled in (see Step 2: Prepare Salesforce for ScaleXP Invoicing) and click Auto-Fill, or add an invoice yourself with Add Standard Invoice (a one-time bill) or Add Recurring Invoice (repeats on a schedule).

3. Check the contact and currency

• Contact: the customer in your accounting system. Choose an existing customer from the list, or click Add new contact to create a new one.
• Currency: the invoice currency.

4. Review each invoice

Check the details on each invoice:

• Schedule (recurring invoices): the Invoice start date, the contract length in Terms (months), how often the invoice repeats in Repeats every, and the resulting number of invoices.
• Due: for example 30 days after the bill date.
• Reference and Internal notes.
• Start date and End date: the service period.
• Line items: SKU, description, account, quantity, unit price, discount, tax and tracking.
• Totals: the subtotal, discount and total per invoice.

The invoice number is assigned by Xero or QuickBooks when you sync. Click Save Progress to save your changes. Saved invoices are sent to your accounting system in the next daily sync, or straight away when you click Sync to QuickBooks.

5. Sync to your accounting system

1. Click Sync to QuickBooks or Sync to Xero at the top right. ScaleXP creates the invoices in your accounting system.
2. The invoice status changes to Synced to QuickBooks or Synced to Xero.

Automatic sync: ScaleXP syncs once a day in both directions. Saved invoices are sent to QuickBooks or Xero, and changes from your accounting system, such as an invoice being paid, update the ScaleXP Invoicing card. To sync straight away, click Sync to QuickBooks or Sync to Xero to send invoices, or Sync to Salesforce to update the card.

6. Check the opportunity

Close the editor. The ScaleXP Invoicing card now shows the number of invoices, the total, the status and any repeating invoices. See ScaleXP Invoicing: Data fields synced back to Salesforce.

Having trouble? See Salesforce invoicing troubleshooting.

Related articles

• Start here: Automate invoicing from Salesforce
• Step 3: Map Salesforce fields to ScaleXP Invoicing
• ScaleXP Invoicing: Data fields synced back to Salesforce
• Salesforce FAQ: Access, the contracts page, and managing contracts
• How to find missing invoices and stop revenue leakage
• Salesforce invoicing troubleshooting