Mapping tells ScaleXP which Salesforce field holds each invoice detail, such as the customer, dates and prices. Once mapped, ScaleXP uses your opportunity data to fill in invoices, ready for you to push to Xero or QuickBooks Online. You can set up the mapping yourself, or ask the ScaleXP team to help.

Before you start: complete Step 1: Install ScaleXP Invoicing in Salesforce and Step 2: Prepare Salesforce for ScaleXP Invoicing, and connect Salesforce in ScaleXP (Load Data > Connections > + Add a Connection > Salesforce).

Note: if you have more than one entity, connect Salesforce and set up the mapping in the parent organization. A single entity uses its own organization.

1. Open the invoice mapping screen

1. Go to Load Data > Connections.
2. On the Salesforce card, click the three dots next to Sync now and select Invoice Mapping.
3. The Salesforce Invoice Mapping screen opens with requirements grouped into sections. Use the Search requirements, fields, or notes box to jump to any field.

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 field that holds that data. Some rows accept more than one field, and some line-item rows have a Visible in invoice checkbox that controls whether the value appears on the finished invoice.

2. Map the invoice fields

These fields populate the header of each invoice.

• Legal Entity - the Xero or QuickBooks entity that issues the invoice. Map it when one Salesforce org invoices through more than one accounting entity; select it manually or link a Salesforce field.
• Currency - the invoice currency.
• Invoice Issue Date (Recurring) - the invoice date itself, or a set number of days before or after the start date.
• Invoice Issue Date (One-off) - a Salesforce date field for one-off invoices.
• Due Date - a Salesforce field, a number of days after the invoice date, or leave blank to use your invoicing default.
• Reference - the reference shown on the invoice, such as a PO number or contract reference.
• Tracking Category 1 / QBO Class and Tracking Category 2 / QBO Location - optional accounting dimensions for management reporting. Check Visible in invoice to show them on the invoice.

3. Map the customer and billing entity fields

These fields identify who you are billing and create the customer in Xero or QuickBooks Online when it does not already exist.

• Company Name / Billing Account - the billing customer. Existing customers are matched; new ones are created from the Salesforce data.
• Bill-to Contact and Bill to Email - the billing contact's name and the invoice recipient's email (one recipient).
• Tax ID / VAT / ABN - the customer's tax registration, often required for contact creation.
• Billing Address and Shipping Address - used for contact creation and, in some regions, invoice compliance.
• Tax Code / Tax Rate - the customer's default tax code in your accounting system; product or region rules can override it.

4. Map the line items

Map these from your Salesforce line-item object (Opportunity Product or Quote Line). They create each invoice line and drive recurring billing schedules.

• Product / Item Code - links the Salesforce product to the matching product in QuickBooks or item in Xero. The revenue account set on that product is used for the invoice line.
• Product / Invoice Description - the invoice line description.
• Quantity and Unit Price - the unit price is the amount on each invoice.
• Discount Amount or Discount Percentage (0-100). If both are mapped, the percentage takes precedence.
• General Ledger Account Code - the chart-of-accounts code for the line. Only needed if you don't map SKUs. If neither is mapped, choose the account on the invoice line before you sync.
• Tax Rate - the tax rate for the line.
• Subscription Start Date and Subscription End Date - define the service period and the length of the recurring schedule.
• Billing Frequency (in months) - 1 (monthly), 3 (quarterly), 6 (semi-annual) or 12 (annual).
• Terms in Months - the contract length in months.

Where invoices do not follow a simple repeating cadence, a billing schedule or milestone mapping can drive generation from a custom schedule instead.

5. Save your mapping

1. Click Save at the top right.
2. Review the resulting contracts on the Customers > Contracts page - see Salesforce FAQ: Access, the contracts page, and managing contracts.

Next, continue to Step 4: Send your first invoice from Salesforce.

Having trouble? See Salesforce invoicing troubleshooting.

Related articles

• Start here: Automate invoicing from Salesforce
• Step 4: Send your first invoice from Salesforce
• ScaleXP Invoicing: Data fields synced back to Salesforce
• Step 2: Prepare Salesforce for ScaleXP Invoicing
• Step 1: Install ScaleXP Invoicing in Salesforce
• Salesforce FAQ: Access, the contracts page, and managing contracts
• An overview of subscription management and renewal tracking in ScaleXP: Getting started with CRM integration
• CRM integration: how to map CRM data in ScaleXP
• View/manage your renewals schedule
• How to find missing invoices and stop revenue leakage
• Salesforce invoicing troubleshooting