ScaleXP uses the products on a Salesforce opportunity to fill in invoices automatically. Products are optional, because you can always add an invoice yourself in the invoice editor, but they save time. For ScaleXP to use them, every product on the opportunity needs a few billing details, such as when billing starts and how often to invoice. This step gets that information in place.

Complete Step 1: Install ScaleXP Invoicing in Salesforce first. You'll need Salesforce administrator access to create fields.

What ScaleXP needs from each opportunity

Example: a 12-month license with a sales price of $1,000, billed monthly from January 1, 2027 to December 31, 2027, gives 12 monthly invoices of $1,000.

1. Create the billing fields

Start with the fields, so they're ready to fill in when you add products to an opportunity. ScaleXP reads them from each product line, so they must be on the Opportunity Product object (or Quote Line, if you use quotes), not on the opportunity itself. If you already have fields for these on your product lines, use those instead.

1. In Salesforce, go to Setup > Object Manager > Opportunity Product (or Quote Line) > Fields & Relationships and click New.
2. Create these four fields. You can name them anything, because you'll match them in Step 3.
   • Billing start date (Date): when billing begins.
   • Billing end date (Date): when billing ends.
   • Contract term (Number): the length of the contract in months, for example 12 or 36.
   • Billing frequency (Number or Picklist): how often to invoice, in months. Use 1 for monthly, 3 for quarterly, 6 for every six months or 12 for annually. Leave it blank for a one-off charge.

Optional - revenue account: ScaleXP finds the revenue account for each invoice line automatically if either:

• your Salesforce products are mapped to your QuickBooks or Xero products by SKU in Step 3 (the account set on that product is used), or
• you add a GL code field to the Product or Opportunity Product object and map it in Step 3.

Otherwise, choose the account on the invoice line before you sync.

2. Create your products

1. Go to the Products tab and click New.
2. Enter the product name and the SKU that matches your QuickBooks or Xero product. You can store the SKU in any field, such as Product Code, because you'll choose that field in Step 3. Click Save.
3. In the Price Books related list, add a price for the product in your price book.
4. Repeat for each product, service or subscription you sell.

Note: you won't see the billing fields on the product itself. They appear when you add the product to an opportunity, in section 3.

3. Add products to the opportunity

1. Open the opportunity and go to the Products related list.
2. Click Choose Price Book, select your price book and click Save.
3. Click Add Products, select the products for this deal and click Next.
4. The next screen shows each product line with Quantity, Sales Price and the billing fields you created in section 1: start date, end date, term in months and billing frequency. Fill them all in. The sales price is the amount on each invoice.
5. Click Save.
6. If parts of a deal bill on different schedules, such as an annual license and a monthly support fee, add them as separate lines.

Tip: if a billing field doesn't show on this screen, go to Setup > Object Manager > Opportunity Product > Page Layouts, open the layout and click Edit Multi-Line Layout. Add the field and click Save.

4. Check one opportunity

Before you continue, open one opportunity you want to invoice and check that:

• It has at least one product, if you want ScaleXP to fill in the invoices automatically.
• Every product line has a quantity, sales price, billing start date, billing end date and contract term, plus a billing frequency (blank for a one-off charge).
• If you want ScaleXP to create new customers for you, the account name, billing address and email are filled in.

Next, continue to Step 3: Map Salesforce fields to ScaleXP Invoicing. You can set up the mapping yourself, or ask the ScaleXP team to help.

Having trouble? See Salesforce invoicing troubleshooting.

Related articles

• Start here: Automate invoicing from Salesforce
• Step 1: Install ScaleXP Invoicing in Salesforce
• Step 3: Map Salesforce fields to ScaleXP Invoicing
• Step 4: Send your first invoice from Salesforce
• ScaleXP CRM integration best practices
• Salesforce FAQ: Access, the contracts page, and managing contracts
• Salesforce invoicing troubleshooting