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Important
This page pertains to v1.37 of the Salesforce integration. If you last installed the Salesforce integration before 6th Jan 2020, it is likely that you are using a deprecated version of the integration (package v1.31 and below) that performs a contact-based mapping. To migrate to the current version, contact support .
Flexibility is one of the greatest strengths of Salesforce and that's how you are able to effectively model your organization and its processes within Salesforce. Chargebee for Salesforce follows suit and offers a high level of adaptability to meet your workflows.
This page will help you understand what to look out for while setting up this integration and also see what configuration options are available for the integration and how to set them up.
On connecting multiple sites
If you are connecting multiple Chargebee sites to the same Salesforce org, the considerations discussed on this page apply to all of them.
Perform installation first
A lot of the customizations that the integration allows you to do can only be made once you have installed the Chargebee for Salesforce package in Salesforce. Finish the steps outlined in the installation guide and then return to this page to tune-up your integration.
Changes aren't applied retrospectively
Unless otherwise specified, all changes made to the configuration are only applicable for newly synced records from the next sync onwards. Any previously synced records are not affected.
Case-sensitivity for comparisons
Whenever field values are compared between Chargebee and Salesforce to find matching records, the comparison is performed in a case-sensitive or case-insensitive manner depending on the property set for the field in Salesforce. Eg. Email addresses are compared in a case-insensitive manner. Which means that JOHN@acme.com is treated the same as john@acme.com.
Customer records in Chargebee are mapped and synced to accounts in Salesforce. The mapping is one-to-one, which means that any given customer or account record cannot participate in more than one customer-account relationship. Person accounts are supported too. Data can move in both directions: Chargebee-to-Salesforce and the other way around. We discuss each separately.
The integration sync pushes new or changed Chargebee customer data to Salesforce. By default, this sync is configured to run manually but can be set to run automatically. This is useful if your customers sign-up for your subscriptions themselves because in such cases, the customer and their subscription information is created in Chargebee directly.
If you have a sales-driven model, your sales team would be starting in Salesforce. They would work through opportunities or accounts in Salesforce and create Chargebee customers and subscriptions from them. Data is pushed from Salesforce to Chargebee according to the field-level mapping described, by default.
Syncing name, email and phone fields
The name, email and phone fields for the Chargebee customer are obtained from the CB Name, CB Email and Phone fields respectively of the Salesforce account. If any of these account fields are empty, the name, email or phone fields of the preferred contact (explained next) under the account is used. If no such contact exists, then no value for the field is pushed.
Preferred Contact
From among the contacts attached to the account, the preferred contact is the one for which the Sync with Chargebee checkbox field is checked. If there are more than one such contact, the one that was updated last is deemed preferred. If no contact has the box checked, then the preferred one is the last updated contact from among all the contacts under the account.
Sync Direction Override
Data push can be forced to be always in a particular direction at a field level. For such fields, the regular sync direction as described above is overridden.
Chargebee Actions in Salesforce to see the various operations that push data from Salesforce into Chargebee.
The data exchange between Salesforce accounts and Chargebee customers is configured using the settings found under:
Settings > Third-party Integrations > Salesforce > Manage preferences > Sync Rules for Accounts
These settings are automatically presented when the integration is set up for the first time.
This setting applies to only those customer records that have never been synced to Salesforce.
All customer records in Chargebee are synced to Salesforce.
Only those customer records that have at least one subscription are synced to Salesforce.
Here you choose the fields in Chargebee (on the left) and Salesforce (on the right) that are used to find matches between customer records in Chargebee and accounts in Salesforce.
This setting only determines the pair of fields used to find matches. It does not alter the field-mapping for actual data sync in any way.
The available fields are as follows:
|
Fields available in Chargebee
|
|---|
| Phone |
| Customer Id |
| Custom fields (except the following types: URL, timestamp, date-picker and checkbox) |
| Company |
|
Fields available in Salesforce
|
|---|
| Fields from the account object |
| Account Id |
| Name |
| Phone |
| Fields from the contact object |
| Contact Id |
| Phone |
When a Salesforce contact object is chosen above, the mapping between account and customer objects is achieved as follows:
Chargebee-to-Salesforce
When a Chargebee customer record is to be synced to Salesforce:
Salesforce-to-Chargebee
When a Salesforce account is to be synced to Chargebee:
Salesforce custom fields are not available out-of-the-box among the options above. Contact support to add any.
As described above, the integration sync pushes new or changed Chargebee customer data to Salesforce. This setting determines which standard Salesforce fields the data is pushed to each time the sync runs.
Push data to all standard fields in Salesforce accounts from Chargebee.
Push data only to those standard fields in Salesforce accounts that are empty.
Do not push any data to standard fields in Salesforce accounts.
Skipping records
When the field used to find a match is empty, for a customer record, it fails to sync to Salesforce. You can use this to skip records from syncing: populate the field for a customer record once you know it should be synced to Salesforce. Remember that if lead lookup (explained next) is enabled for the integration, the email address field must also be left blank to guarantee that the record is skipped from syncing.
When the sync runs as described above, it is possible that account matches are not found for certain customer records. This setting determines the behavior for such conditions.
Create a new account in Salesforce and sync data to it as per setting 3.
Duplicate accounts
When choosing this option, beware of Chargebee customer records with duplicate values for the field chosen in setting 2. Duplicate records will not sync if Salesforce validation rules prevent duplication of account names.
Chargebee looks up lead records using the email address for a match. If found, it is converted as Closed Converted. The account that results from the conversion is mapped to the Chargebee customer record.
Contact support if you want Chargebee to:
Articles & FAQClosed-Converted.Don't do anything.
This setting is available only when the option to convert leads is chosen in the previous setting. When a lead is not found, the following options are available:
Create a new account in Salesforce and sync data to it as per setting 3.
Duplicate accounts
When choosing this option, beware of Chargebee customer records with duplicate values for the field chosen in setting 2. Duplicate records will not sync if Salesforce validation rules prevent duplication of account names.
Don't do anything.
When accounts are created in Salesforce via setting 4 or 5, this setting determines whether a contact is also created.
Contact field-map to see what contact fields are synced.
If you are a business that sells to consumers, then you may be using person accounts in Salesforce. By default, Chargebee is configured to work with business accounts only. Contact support to change this. You have the following options to choose from:
How do I setup Chargebee to use person accounts?
Enable person accounts in Salesforce. Use this guide from Salesforce to see how.
Contact Chargebee Support with the following information:
company field is populated.Tell us which criteria (a or b) should be used and if you choose the latter, give us the API name of the Chargebee custom field.
This sections explains what field-level customizations can be added as part of the integration. Contact support or your Sales or Customer Success rep to set them up.
Chargebee allows you to define additional field-mapping that overrides the standard field-map. You can map standard or custom fields in Salesforce objects to standard or custom fields in a Chargebee object.
The sync for every pair of mapped fields happens in one direction only: either from Chargebee to Salesforce or the other way round. However, you can choose the direction you want the sync to happen for each pair of synced fields.
Any non-mandatory fields in Salesforce can also be skipped from the sync process. No data is synced between Chargebee and Salesforce for such fields.
There is also the provision to pass a constant value to any field in Salesforce. This can be useful if you wish to tag object records modified or created by Chargebee.
You can define a field named "Source" in the Contact object and have us configure the integration to populate it with say, "Chargebee" for all contacts created or updated by Chargebee.
How Salesforce opportunities interact with Chargebee subscriptions can be configured in Chargebee:
A quote in Chargebee is a document used to let a potential buyer know how much the goods or services will cost before they commit to the purchase.
Again, this setting is seen when setting up the integration for the first time. After first-time setup, it can be found under:
Settings > Third-party Integrations > Salesforce > Manage preferences
Note
Any changes to the settings here are effective in Salesforce only after the next sync.
The following configuration options are available for Chargebee quotes in Salesforce:
Use Salesforce approval process for quotes
Enable this if you want the Send email operation for Chargebee quotes to be restricted until the quote is approved via a Salesforce approval process .
Attach a quote acceptance link in the emails sent from Salesforce
Enabling this option will include the quote acceptance link in the email body while composing it.
Once the integration has been setup, by default, the sync runs only manually using the Sync now button available under Settings > Third-party Integrations > Salesforce. If the Auto sync toggle is enabled, the sync is automatically run every hour.
This date determines which records from Chargebee are synced to Salesforce.
Subscriptions, invoices and credit notes created or updated from the sync date onwards are synced to Salesforce. However, the integration syncs all customer records, plans, addons and coupons to Salesforce regardless of the sync date setting.
Once set, this date cannot be changed from the Chargebee web interface. Contact support to change it.
Fields in Chargebee that sync to mandatory fields in Salesforce must always be populated with values, failing which, sync errors would occur.
If you use picklists for fields in Salesforce then there are chances of sync errors if the Chargebee data flowing in, does not conform to the picklist options.
Say a field country is a picklist in Salesforce with "United States" as an option. If the data coming in from the mapped Chargebee field happens to be "USA", it results in a sync error.
It is recommended that you:
If Chargebee should set a Record Type for synced records into Salesforce, then support specifying the value that should be set for the Record Type Name field.