Salesforce Integration Guide 

Introduction 

Flexibility is one of the greatest strengths of Salesforce  and that's how you are able to effectively model your organization and its processes in Salesforce. Chargebee's integration with Salesforce offers a high level of adaptability to meet your business workflows.

This page will help you understand the configuration options that are available for the integration and how to set them up.

Syncing Customer Records 

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 (including Person accounts.)

The data is synced in a bi-directional manner. That is, the information can flow from:

• Chargebee to Salesforce
• Salesforce to Chargebee

Chargebee to Salesforce (Self-Serve) 

In the self-serve model, the customers land on your website and sign-up for the subscriptions themselves. In such cases, the customer and their subscription information is created in Chargebee directly. The integration pulls data from Chargebee into Salesforce. You can choose to run this manually or automatically.

Salesforce to Chargebee (Sales-Driven) 

If you have a sales-driven model, your sales team starts the cycle in Salesforce. They work through the opportunities or accounts in Salesforce and create Chargebee customers and subscriptions from them. Data is pushed from Salesforce to Chargebee according to the field mapping.

Prerequisites 

Configuring v1.38 and above, requires you to complete the following prerequisites:

My Domain registration 

My Domain gives you a point-and-click way to brand the page that prompts users to log in to your Salesforce organization. Learn more

To add a domain, follow the below steps:

1. Search for My Domain in the Quick Find box from Setup and select it.

2. Click Add a Domain.

   

3. Enter the domain name and click Check Availability.

4. Click Register Domain. You will receive an email once the domain is registered.

   

5. Once you receive the email deploy it to your users.

Enable Chargebee Integration tab 

Enabling the Chargebee Integration tab is necessary to configure the integration settings.

To do this, follow the below steps:

1. Search for Profiles in the Quick Find box from Setup and select the System Administrator profile.

   

2. Click Edit and change the Chargebee Integration setting from Tab Hidden to Default on.

   

Assigning Permission Sets 

You can assign permissions to users with administrators and standard user privileges based on the tasks they perform using the Chargebee Salesforce integration. Users granted permission at this step will be able to set up the integration.

Follow the steps to assign permission sets for users:

1. Go to Setup, type ‘permission sets' in the Quick Find search box.

2. On the Permission Sets page, select the required permission sets.
   -Select ChargebeeForSalesforceAdminUser for admins.
   -Select ChargebeeForStandardUsers for standard users.

   

3. Click Manage Assignments.

4. Click Add Assignments.

5. Select users and then click Assign.

The following table lists the permissions granted to users based on the tasks they perform using the integration.

Configuration 

To integrate Chargebee with Salesforce, you need to initiate the package installation from Chargebee.

Once you have installed the package, you will be redirected to log into your Salesforce account.

You can now configure the settings from Salesforce.

In Salesforce 

Step 1: Get Started 

Once you log into your account in Salesforce, you are taken to the Getting Started screen. If not, navigate to the App Launcher and search for Chargebee Integration.

Click Get Started.

Step 2: Enter Domain 

1. Enter your Chargebee Domain ID.
   For Sandbox sites, assuming the URL is https://acme-test.chargebee.com, enter only the subdomain value as acme-test.
   For Production sites, enter the complete URL. For example,https://acme.chargebee.com.

2. Create an API Key with full access in Chargebee and enter it in the API Key section. Here's how you can get an API key. Click Connect.

3. If you have configured multiple business entities for your Chargebee site. Select the required business entities from the list to connect to your Salesforce account.

Step 3: Sync Rules 

These settings determine how customers and subscriptions in Chargebee map or interact with the custom and standard objects in Salesforce such as accounts and opportunities. In case you do not configure these settings, the default options will be considered. You can edit the settings any time.

Sync rules for Accounts (Self-Serve model) 

These settings determine how customers that are directly created in Chargebee sync to Salesforce. The rules mentioned in this section govern how the customer data syncs with Salesforce during different scenarios.

Sync rules for business entities
Sync rules configured for plans, addons, and Chargebee settings apply to all the configured business entities for the Chargebee site that is connected to your Salesforce account. However, you can configure the sync rules for accounts, opportunities, and quotes for a specific business entity.

Select the business entity for which you want to configure sync rules and click Proceed.

1. Select customers to sync

This setting applies to only those customer records that have never been synced to Salesforce. Available options are:

a. Sync all customers - All customer records in Chargebee are synced to Salesforce.

b. Sync only customers with subscriptions - Only those customer records that have at least one subscription are synced to Salesforce.

2. Choose a unique field to identify and map customers from Chargebee to accounts in Salesforce

Here you choose the field 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:

• Customer ID
• Phone
• Email
• Company
• Any other String or Number data type custom fields configured in the Chargebee customer module.

Fields available for Accounts Object in Salesforce:
All standard and custom fields on the Salesforce account of type string or number are available for selection. Custom fields created by Chargebee on the Salesforce account such as Chargebee email, Chargebee first name, Chargebee last name, Chargebee customer ID etc are not supported.

Fields available for Contacts Object in Salesforce:
All standard and custom fields on the Salesforce account of type string or number are available for selection. Custom fields created by Chargebee on the Salesforce account such as Chargebee email, Chargebee first name, Chargebee last name, Chargebee customer ID etc are not supported.

3. When a Chargebee customer has a matching account in Salesforce

a. Overwrite with Chargebee data: Push data to all standard fields on the account that are part of the standard field mapping.

b. Overwrite empty Salesforce Fields: Push data only to those Standard fields (that are part of the field map) in Salesforce accounts that are empty.

c. Map only: Do not push any data to fields in Salesforce accounts. This setting is useful if you want to establish a link between the Chargebee customer and Salesforce account without field level data interchange.

4. When a Chargebee customer does not have a matching account in Salesforce

When the sync runs, it is possible that account matches are not found for certain customer records. This setting determines the behavior for such conditions. Available options are:

• Find and convert leads to accounts
• Always create 'account' in Salesforce
• Do nothing

a. Find and convert 'leads' to account: Chargebee looks up lead records using the email address for a match. The account that results from the conversion is mapped to the Chargebee customer record.

Enable the option "Allow Chargebee to create opportunity in Salesforce when converting leads", if you want to create opportunities in Salesforce.

Next, select the stage that the leads must be converted to.

When a Chargebee customer does not have a matching lead in Salesforce: Select the action to be performed when Chargebee customer does not have a matching lead in Salesforce.

Available options are:

• Always create 'account' in Salesforce
• Do nothing

b. Always create 'account' in Salesforce: Create a new account in Salesforce and sync data to it as per setting 3 (When a Chargebee customer has a matching account in Salesforce). If you select this option, you can choose to Allow Chargebee to create contacts for accounts in Salesforce by enabling the toggle highlighted in the image below.

c. Do nothing: Does not do anything.

5. Allow Chargebee to create contacts for Accounts in Salesforce: Enable the toggle if you want to allow Chargebee to create a contact for accounts in Salesforce. However, changes made to a customer in Chargebee will not be automatically updated to the contact in Salesforce

Next, choose the kind of account that you have in Salesforce. Available options are Business account, Person account, and Both. The option to select Person account or Both will be displayed only if Person accounts are enabled, or if a different record type for accounts is configured in Salesforce. This setting will not be visible, if otherwise.

a. Under Choose the kind of accounts you use in Salesforce, select any one of the following:

• Business Accounts: This is the default option and is used if you only sell to businesses.
• Person Accounts: This is good if you only sell to consumers.
• Both: In case you select Both, then you need to specify when Salesforce should create a Person Account. This option is visible only if you have enabled Person accounts.

b. Select a record type under Choose the person record type and Choose the business record type.

c. For person accounts, select an option under Choose how Salesforce should create a Person Account:

• Always
• Never
• Based on Company field on Chargebee customer: Chargebee creates a business account when the Company field of the Chargebee customer record is populated. If the Company field is empty, a person account is created.
• Based on Custom field on Chargebee Customer: Chargebee creates a business account when a custom field in Chargebee is populated. Select the custom field to be used. If the field is not populated, a person account is created.

6. Select the custom fields that you want to sync from Chargebee to Salesforce

The custom fields can sync only in one direction. This means that you should not choose the same pair of fields selected here for setting 7.

7. Select the custom fields that you want to sync from Salesforce to Chargebee
The custom fields can sync only in one direction. This means that you should not choose the same pair of fields selected in setting 6.

8. Default mapping

If you have certain mandatory fields configured for Salesforce objects such as accounts and/or contacts, specify default values for them here so that the integration does not run into errors when attempting to create them.

Fields Supported in Salesforce 

The table below lists the field types and fields that are available for selection in the above two steps.

Sync Rules for Opportunities 

These settings determine how subscriptions created or updated directly in Chargebee or via the integration from Salesforce, interact with opportunities in Salesforce under various conditions.

When subscriptions are created from Chargebee 

If you have a self serve model where customers purchase subscriptions or sign up for a free trial directly via your website, then subscriptions are created in Chargebee first. Alternately, you may have a sales model where the sales team creates opportunities in Salesforce, but subscriptions are created by the finance or operations team directly in Chargebee. In this section, we are going to see the settings that one needs to configure to determine how these subscriptions map to or create opportunities in Salesforce.

1. When a subscription syncs from Chargebee for the first time: Select an option to determine what the integration does when a subscription syncs from Chargebee for the first time. The available options are:

• Create New
• Map Existing
• Do not create

a. Create New: Use this option to create a new opportunity in Salesforce. You need to specify the stage to be set for the newly created opportunity.
Selecting this option updates the stage, opportunity products and price book. And, the subscription has a lookup relationship to the opportunity.

The new opportunity is updated as follows:

• The opportunity products and price book are set as described here.
• The stage of the opportunity is updated as selected.
• The subscription is updated with a lookup field to the opportunity.

b. Map Existing: Under the account mapped to the customer, Chargebee looks for open opportunities that

• are not linked to other subscriptions or quotes
• do not have checkout links sent for them

It then updates the last created of such opportunities as follows:

• The opportunity products and price book are set as described here.
• The stage of the opportunity is updated.
• The opportunity is linked to the subscription so that one can be seen in the other's related list.

When you select map existing, Salesforce will check for an existing opportunity for the subscription and map with it. You need to specify the action to perform in case there is no existing opportunity. Available options are Create New, and Do Nothing. If you select Create New, then specify the stage to set to the opportunity. If you select Do nothing, then it does not update anything.

c. Do Nothing: Does not update anything in Salesforce. While this does not update any opportunity or create a new one, it does sync the subscription itself.

2. Trial Subscription: Enable this option if you want to create opportunities for subscriptions that are in trial including canceled subscriptions that have been reactivated with a trial period.

Assign a stage that should be set for the opportunity for in-trial subscription. Note that this is different from stage set for subscriptions that are not in-trial.

3. Subscription Upgrades: Choose how you want to handle the opportunity related to a subscription that is upgraded in Chargebee. A subscription is "upgraded" when one or more of the following occur:

• The plan changes from metered to non-metered.
• The plan amount increases without changing the plan, and it is non-metered.
• The plan amount increases, and the plan changes from non-metered to non-metered.
• The total amount for the non-metered addons increases.

Available options are: Create New, Update Existing, Do nothing.

The following options are available under this setting:

a. Create a new opportunity

A new opportunity, linked to the same account as the customer, is created in Salesforce. Its opportunity products and price book are set as described here. You can use this option when you want to track every upgrade done in Chargebee as a full value opportunity in Salesforce.

b. Update existing opportunity

The opportunity to which the reference is found on the subscription is updated as described here and its stage is set as per setting 3. If no opportunity is linked to the subscription then nothing happens.

c. Do Nothing

No change is made to the linked opportunity nor is a new opportunity created.

4. Subscription Cancelations: Choose how you want to handle opportunities when a subscription is canceled in Chargebee. Available options are Update Existing and Do nothing. If you choose to update an existing opportunity, select the stage.

5. Additional Field Mapping: Select the Custom fields to sync from Chargebee to Salesforce. You can map the standard or custom fields in Salesforce objects to the standard or custom fields in a Chargebee object.

When subscriptions are created from Salesforce 

In this section, we describe the settings that determine how subscriptions that are created from a Salesforce opportunity interact with that opportunity. These settings apply if you have a sales model where all your subscriptions are directly created from Salesforce opportunities.

1. Allow Chargebee to update the opportunity stage when a subscription is synced to Salesforce:
If you send checkout links to your customers then you may want Chargebee to automatically update the stage of the opportunity once the customer has subscribed. On enabling this, Chargebee will be able to move the opportunity to the selected stage once the customer makes the payment.

2. Allow Chargebee to update the opportunity products in Salesforce with subscription's products in Chargebee: Enable this if you want to override the products added in the Opportunity with those in Chargebee's subscription.

3. Allow Chargebee to automatically create/upgrade/renew subscription when an opportunity is won (Beta): This option automatically creates (when the opportunity is for a new subscription) or updates (when the opportunity is for an existing subscription) subscriptions in Chargebee when opportunities are "won" in Salesforce.

Once enabled, you can use the feature as follows:

• Update the stage of an opportunity to one that is Closed with a 100% probability: such as closed-won.

• Check the Update Chargebee checkbox for the opportunity. (‘Update Chargebee' is a custom field introduced by Chargebee on the opportunity object.)

• Immediately, a subscription creation or update operation is triggered in Chargebee for the opportunity. The details of the mechanism of this operation are given below:

a. Creating a subscription

A new subscription is created for opportunities for which products were added using Manage CB Products.

A new subscription is created with the plan and addons that correspond to the opportunity products. The billing and shipping addresses in the account are automatically added to the subscription. It is recommended that the payment method be updated for the customer before attempting this operation or the operation will fail if the option to invoice immediately is chosen and auto-collection is on.

b. Updating a subscription

An existing subscription is updated for opportunities for which products were added using Manage CB Products and choosing Existing Subscription under Manage Products for.

The products of the subscription are replaced — via a change subscription operation — by those in the opportunity.

Updating a subscription from renewal opportunity

A "renewal opportunity" is one that is created as described under Allow Chargebee to create renewal opportunities for subscriptions with finite billing cycles (Beta). For such opportunities, the subscription is updated as follows:

• The products of the subscription are replaced by those in the opportunity.
• The remaining billing cycles of the subscription are incremented by the number of billing cycles defined for the plan selected among the opportunity products.

4. Additional Field Mapping: Choose the custom field sync from Salesforce opportunity to Chargebee subscription.

Renewal Opportunities 

Subscriptions can be termed. In other words, they can run for a finite number of billing cycles. When such subscriptions are near the end of their final billing cycle, your account managers would want to reach out to the customer for renewing the terms. Enable this feature to have Chargebee assist account managers by automatically creating renewal opportunities for such subscriptions.

Once enabled, you must also configure how often to run the sync. Available options are Daily, and Weekly.

Renewal opportunity creation

When the job runs, it creates renewal opportunities for all active and non-renewing subscriptions that have a finite number of billing cycles. However, this is skipped when:

• the subscription already has an open renewal opportunity or
• the subscription has a contract term that is set to renew without a contract

Renewal opportunity update

For existing renewal opportunities, the job:

• updates the opportunity products and price book from the subscription. This ensures that if the subscription was upgraded or changed during its term, the renewal opportunity's products are updated.
• closes the renewal opportunity with a 100% probability (such as closed-won) when the subscription has a contract term that has been renewed since the last sync.
• closes the renewal opportunity with a 0% probability (such as closed-lost) when the subscription has been canceled by the customer from the Self-Serve Portal.

Performing a renewal 

Once renewal opportunities have been created, you can open such an opportunity and carry out the renewal in two ways:

Automatic

You can have the subscription renew itself automatically when the renewal opportunity is won. This is done via the option Allow Chargebee to automatically create/upgrade/renew subscription when an opportunity is won. (Beta). Once the renewal is completed, the opportunity reference field in the CB Subscription record is updated to this renewal opportunity.

Manual

On the opportunity, click on Create/Change Subscription and replace the No. Of Billing Cycles field with the appropriate value (change the value as follows: current value + the number of billing cycles for the renewed term).

Additional subscription settings 

Default values

Use this section to specify default values for Salesforce fields that are mandatory. These values are populated when no value is available from Chargebee.

Allow one time and limited period coupons to be used in opportunity product discount calculations

This toggle determines how the value for the discount field in opportunity products is calculated:

• If the toggle is enabled: coupons with duration type one-time and limited period are included when calculating the value for the discount field.

• If the toggle is disabled: only coupons with duration type "forever" are included while calculating the value for the discount field.

Sync Rules for Quotes 

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.

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.

Configure Sync Rules for Plans and Addons 

Default Values for Products or Price Book Entries: Specify default values for mandatory fields in Salesforce. Available objects are Price Book, Price Book Entry, Product.

Sync Rules for Custom Field in Plan Items: Allow custom fields to sync from Chargebee plans items to Salesforce. Available objects are Pricebook Entry, and Product.

Sync Rules for Custom Field in Plan Prices: Allow custom fields to sync from Chargebee plans pric to Salesforce. Available objects are CB Item Price.

Sync Rules for Custom Field in Addons: Allow custom fields to sync from Chargebee addons to Salesforce. Available objects are Price Book Entry, and Product.

Sync Rules for Custom Field in Addon Prices: Allow custom fields to sync from Chargebee plans pric to Salesforce. Available objects are CB Item Price.

Sync Rules for Custom Field in Charge Items: Allow custom fields to sync from Chargebee addons to Salesforce. Available objects are Price Book Entry, and Product.

Sync Rules for Custom Field in Charge Prices: Allow custom fields to sync from Chargebee plans pric to Salesforce. Available objects are CB Item Price.

Chargebee Settings 

Chargebee site settings: This section displays information of the connected Chargebee site.

Chargebee Sync Jobs and Logs: The number of logs generated by the integration could build up overtime. You can use the Chargebee sync Jobs and Logs section to set a frequency to automatically clean up the logs for the records that were successfully synced. Available options are Daily, Weekly, and Monthly.

Step 4: Validation 

Once you set the rules and click proceed, a pre-validation to sync the records will be established. In the case of errors, it will be displayed. It is recommended that you fix the issues and retry the validation. Learn more about how/what information is validated.
In addition, you can use the Add/Remove Entities option to add or remove business entities and set up sync rules for the newly added entities.

Step 5: Sync Records 

The first 10 records will be synced between Chargebee and Salesforce. Information such as Subscriptions, Plans, Add-ons, Customer, and Invoices will be synced. Using this feature you can ensure that the data sync happens as per the settings that you have configured. Click Run Initial Sync.

In case you face any issues, you can fix them and retry or choose to ignore them and proceed with the full sync. You can address these issues any time.

Once the initial sync is successful, click Proceed to run the full sync. This operation syncs all Subscriptions, Plans, Add-ons, Customer, Invoices, and Credit note data from Chargebee into Salesforce as per the configuration rules specified. That said, the first full sync will not create or update opportunities in Salesforce.

Next, enable Auto sync and set the frequency for the sync. You can choose to sync the data every hour, every 6 hours or once a day.

Managing Preferences 

Chargebee's Salesforce integration can be configured by navigating to the Chargebee Settings item under the Chargebee for Salesforce app. You can reach the item by clicking on the Salesforce App Launcher and typing its name. (See the steps in the screenshot below.)

Sync Health 

This dashboard gives the following details

• Sync Status shows when the last sync was run, how many records were synced, and how many errored out. Click on Sync Records to start the sync process again.

• Sync Settings provides an option to enable automatic syncing and specify the frequency at which the auto-sync should run.

• Sync Overview summarizes the last 5 sync jobs that were run.

Sync Logs 

The Sync Logs tab contains record-level logs for the syncing process, thereby providing an audit trail for the integration. If you have multiple Chargebee sites connected to the Salesforce org, click on the Chargebee domain dropdown to see the data for the appropriate Chargebee site. By default, logs with Error Status as Failed are displayed. You can change the setting by clicking the filter icon and modifying the filters as appropriate.

Each record in Sync Logs has the following fields:

• Chargebee Object: The type of Chargebee record. This is always one among the Chargebee objects shown in the object-mapping diagram.

• Chargebee ID: The unique identifier of the Chargebee record that failed to sync.

• Error Type: Whenever a record fails to sync, an attempt to resync the record is made twice a day. For the first 9 times that a record is attempted to sync, its Error Type is Soft. If the record does not sync on the 10th attempt, the Error Type is marked Hard. Such records are not automatically retried again. However, you can retry syncing any record, including Hard failures, by selecting the checkbox in the first column of the record(s) and clicking Sync Now. If you click Sync Now with all checkboxes cleared, then all the Failed records are retried.

• Sync Date and Time: The last time an attempt to sync this record was made.

• Error Status: If the sync has failed in the last attempt, the status shows Failed; if it was successful in the last attempt, the status shows Success.

• Reason: Explains the reason for the sync failure. The possible values are tabulated below. There are also some unclassified errors for which you would see a descriptive error message in this field. Contact Support to help fix such errors.

• Solution: Often, a record fails to sync because another record (of a different Chargebee object) that the former is dependent on, has not synced yet. While the Reason field indicates the name of this required object, the Solution field gives the unique identifier for the object record.

Error Reason Reference

The table below lists and explains all the possible values of the Reason field on the Sync Logs page.

Sync Rules 

The Sync Rules tab lists the sync settings that you have initially configured. You can edit the sync rules from this page.

Advanced Actions 

The Advanced Actions tab allows you to:

• Add/remove domains
• Retrieve historic data
• Disconnect business entities
• Reconnect disconnected business entities
• Connect a new business entity

Add/Remove Domain

You can unlink an integration by clicking the Unlink Integration option. If you want to add a new Chargebee domain, click Get Started.

Retrieve Data

When records synced from Chargebee have been accidentally deleted or need to be resynced due to any other reason, use the options in the Retrieve Data tab to do so. You can do one of the following:

• Retrieve records all records that were last updated within a time range.
• Retrieve a specific record based on the record id in Chargebee.

The following Chargebee objects are supported:

• Plans
• Addons
• Charges
• Coupons
• Customers
• Subscriptions
• Invoices
• Credit Notes
• Quotes

Connect Business Entity

Chargebee allows you to connect to business entities that were not previously connected to your Salesforce org during the initial setup. You can select a single business entity at a time and configure sync rules for it.

Other Considerations 

Data Validation 

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.

It is recommended that you:

• either ensure the synced fields on the Salesforce side are text fields and not picklists.
• or, if the Salesforce-side field is a picklist and the Chargebee-side field is a custom field, then see if the latter can be made into a dropdown custom field.

Considerations when using Account Hierarchy 

• Account Hierarchy as a feature exists separately in both Salesforce  and Chargebee. You can sync an account hierarchy relationship that's set in Salesforce over to Chargebee.
• When a Chargebee invoice or credit note is synced to Salesforce, it is linked to the account that corresponds to the invoice owner in the Account Hierarchy in Chargebee. For example, if say, Acme-Asia is invoiced for all charges incurred by Acme-India, then though a subscription shows up as related to Acme-India, the invoice for it (and any credit notes) would be related to Acme-Asia.
• Also see notes under the following Chargebee actions in Salesforce:
  • Update Payment Method
  • Update Payment Method (Email)
  • Send Checkout Link