When to use this

ScaleXP can use the information held in Salesforce to create customer invoices automatically in Xero or QuickBooks Online. This article shows you how to structure your Salesforce billing data so the invoicing integration can be configured quickly and accurately.

Step 1. Store billing information on the opportunity

Billing information should be stored on the Salesforce opportunity, ideally using Salesforce Opportunity Product Line Items.

Give each separate product, service, or subscription component its own line item. For example, if a customer purchases two subscriptions with different billing schedules, record these as two separate Opportunity Product Line Items.

ScaleXP reads structured Salesforce data, so any billing details currently held only in attached contracts, spreadsheets, or restricted billing modules should also be added to the opportunity or its line items. For general guidance on structuring CRM data, see ScaleXP CRM Integration Best Practices.

Step 2. Add the three essential billing fields

Each Opportunity Product Line Item needs three billing fields.

Billing Start Date

The date on which billing for the product or service begins.

Example: January 1, 2027

Contract Term

The total length of the contract or service period, normally recorded in months.

Example: a three-year agreement has a Contract Term of 36 months.

Billing Frequency

How frequently the customer should be invoiced. Common options include:

• Monthly
• Quarterly
• Annually
• One-off

Step 3. Check product and pricing information

Each line item should also contain the standard product information needed to create the invoice:

• Product or service name
• Quantity
• Price

These fields are almost always in place already, so it is very unusual for any changes to be required.

Step 4. Add a general ledger code to each product

Ideally, each Salesforce product contains a field identifying the general ledger account to use for the invoice line — a GL code, SKU, or similar accounting identifier. This allows ScaleXP to allocate each invoice line automatically to the correct account in Xero or QuickBooks Online.

Step 5. Review the other fields ScaleXP can map

Once the essential billing fields are available, ScaleXP can map other information from your existing Salesforce configuration, including customer or account, billing address, currency, purchase order number, invoice reference, tax treatment, legal or billing entity, and payment terms.

These fields normally keep their existing names and structure — ScaleXP's mapping is configured around your current Salesforce setup. See CRM Integration: How to map CRM data in ScaleXP for how the mapping works.

Step 6. Confirm you're ready to start the integration

Before the ScaleXP team configures the field mappings, confirm that:

• Billing data is available directly on the opportunity or Opportunity Product Line Items
• Each line item has a Billing Start Date, Contract Term, and Billing Frequency
• Products and prices are stored as structured Salesforce data
• A general ledger code, SKU, or similar accounting identifier is available for each product
• The relevant Salesforce user can grant ScaleXP access to these objects and fields — see What level of access do I need to add Salesforce data?

Once these items are in place, the ScaleXP team can configure the field mappings and test the creation of invoices in Xero or QuickBooks Online. If you haven't installed the invoicing module yet, follow ScaleXP Invoicing — Salesforce installation guide.

Related Articles

• ScaleXP Invoicing — Salesforce installation guide 
• CRM Integration: How to map CRM data in ScaleXP
• ScaleXP CRM Integration Best Practices
• What level of access do I need to add Salesforce data? 
• An Overview of Subscription Management and Renewal Tracking in ScaleXP: Getting Started with CRM Integration