In this section we will go over how to use the new Salesforce integration.
Salesforce Account and Contact information contain the same information that would exist in the Chargify Customer record. If an Account has more than one Contact then the Contact will need to be specified at Customer/Subscription creation in Chargify.
Chargify Products will create a Product in Salesforce. However the Product Price Point and Currency will exist as a Price Book entry.
One of the new features with the Salesforce integration is that Subscription Previews can now be created on Opportunity in Salesforce. This allows for a preview of the Subscription pricing that can be saved for later use if the deal is won or when manually activated.
When creating a subscription in the subscription wizard, if “Invoice Type” is set as “Consolidated” a subscription group will be created for that subscription. More information on subscription groups can be found here: Subscription Groups
After a subscription preview is created you are able to generate a PDF that can be sent to the customer prior to purchasing. This is a helpful tool in the early stages of negotiation and price setting.
To generate a PDF of the Subscription Preview navigate to the desired Subscription Preview. In the top right click on Generate PDF to download the PDF.
Depending on your sync settings any changes made to the Account or Contact in Salesforce or Chargify will automatically be synced.
At the Account or Contact level in Salesforce you are able to create a Customer using the Subscription Wizard. Clicking the “New Subscription” button the Subscription Wizard will open and a Chargify Customer can be created in Salesforce.
If you sync settings allow, when a Customer is created in Chargify it will automatically create an Account/Contact in Salesforce. The sync will occur on the selected sync timing that has been setup in your Chargify Configuration for Batch Timing.
If selected in the Chargify Configuration any update to a Chargify Customer will automatically update the Account in Salesforce. This update will occur on the setup batch timing.
If an Account it updated in Salesforce it will automatically update the Customer in Chargify. One thing to note is that if an update occurs in Salesforce it will immediately be sent to Chargify and not wait for the batch timing. Only updates that occur in Chargify will respect the batch timing.
Please note an Account will need a Contact to be present inorder to create a Customer/Subscription in Chargify from Salesforce. If more than one Contact is present the subscription will need to be created on the Contact level so that the Customer record in Chargify can correctly reflect that Contact.
Any updates to a Contact will automatically sync to Chargify. Also any updates to a Customer record in Chargify can sync to Salesforce, depending on the selected sync settings.
At the Opportunity level a Subscription preview can be added.
Clicking into the you will have the option to Activate the Subscription.
Also if setup in your sync settings a Subscription can be created when an Opportunity is Closed/Won.
Payment profile information can be collected via the Subscription Creation Wizard. Payment Profiles can later be updated by navigating into the subscription in Salesforce and clicking the “Upgrade Opportunity” button, here you will be able to changed the payment profile.
New to Salesforce V3 is the ability to see transactions. The transactions can be found under the Chargify Transactions tab.
Subscriptions can be altered at any time. To do this navigate into a the desired Subscription in Salesforce. Once in the Subscription click the “Upgrade Opportunity”. In this wizard you will be able to change payment profile information as well as adjust the subscriptions product, components and coupons.
When using the Upgrade Opportunity wizard, if a product is changed you will be presented options on how you would like to change the Product. If only “Change Product” is selected only the Product will be changed.
Similarly to above a Product can be Upgraded/Downgraded which will add a Proration to the difference of the Products.
- If “Preserve Period” is selected the normal next billing date will be respected.
- If “Include Trial” is selected the new products trial will be included on the subscription.
- If “Include Initial” is selected the setup fee will be included at the time of Upgrade/Downgrade.
When using the Create Subscription Wizard you will be able to add a coupon at the time of Subscription Creation. Coupons can also be added later when updating a Subscription.
Coupon removal can also be done in the Subscription Wizard by clicking the “Remove” button next to the Coupon.
- Cancel Subscription- This option allows you to cancel the subscription in Chargify. You will be given the option to cancel immediately or to Cancel at End of Period. Churn code and additional notes can be added here as well.
Reactivate Subscription- Reactivating a subscription will move a subscription from a cancelled state to an active state. Please note that if any amount is due it will be expected immediately and if payment fails the subscription will remain in a cancelled state.
Clear Pending Cancellation- Using this option will remove any upcoming cancellation that has been placed on the subscription.
Put on hold- When selected the subscription will be moved to an On Hold state. Options for how long to keep the subscription in an on hold state will be presented. More information about this state can be found here: On Hold Subscriptions
Resume- This option will allow you to remove a subscription’s On Hold state.
Chargify Invoices can be found by searching for and selecting “Chargify Invoices” in the App Search. This will open a Chargify Invoices tab. Here you would be able to access invoices that have been generated by Chargify.
Use Existing Payment Profile - Selecting this option will charge the active card on file for the invoiced amount.
Record External Payment - This option allows for an external payment be created and applied the to invoice.
Apply Prepayment - If a prepayment balance exists on the subscription it can be applied to the invoice using this button.
Apply Service Credit - If a service credit balance exists on the subscription it can be applied to the invoice using this button.
Void Invoice- Using this action will move the invoice to a voided state and will no longer be able to recieve payment.
Invoice Refund- Once clicked the option to refund the invoices payment profile or externally apply a refund can be selected. On the next page the payment to be refunded can be selected. Once the payment to be refunded has been selected the exact amount can be entered.
This will open the coupon creation wizard which will create a coupon in Chargify and can be applied to a subscription at creation. All of the usual coupon options and restrictions can be found in the wizard. For more information on coupon options please see our coupon documentation here: Coupon Documentation
Setting Up Custom Fields
To map custom fields within Salesforce, navigate to the chargify configuration tab within Salesforce and select ‘Configure’ from the dropdown for the corresponding site as indicated in the screenshot below.
Next choose the Chargify Custom Field to be mapped to the object chosen. For the middle field, ‘Choose Salesforce Field’, this field will first need to be created in the ‘Object Manager’ for the particular Object chosen (Subscription). Next add this created field to the layout for the Subscription Object.
Next, Salesforce will open a modal and the following steps will need to be taken.
For step 1 of the creation process, you’ll want to choose the option that best fits the related custom field. The descriptors for these custom fields are indicated within step one and are shown in the screenshot below.
Step 2 is where you’ll be able to define the name for the field which can be something specific such as ‘Custom Field PO Box’. Additionally, this step is where the length of certain fields will be defined.
Step 3 will allow you to select the profiles to which you want to grant edit access to this field via field-level security. The field will be hidden from all profiles if you do not add it to field-level security.
Step 4 allows you to choose which page layouts you would like to add this field too. Once this step is completed, please confirm the fields has been added to the desired page layout. After this is completed, the field created will show within the ‘Choose Salesforce Field’ when mapping the custom field.
It’s important to mention that these fields will need to be created and added to the Page Layouts for each custom field you would like to display and for each object they will be displayed on.
When an opportunity has a subscription preview attached the subscription preview can be used as a quote versioning system to help negotiate the pricing of the opportunity before it is closed/won. Once the opportunity is closed/won the newest generated quote will be used to create the subscription.
These options can be found by clicking into the desired subscription preview.
Once inside the subscription preview you will find a button labeled “Generate Quote”. Clicking this button will generate a quote that can be shared with your customer.
If the quote’s price needs to be changed due to customer negotiation you can click the edit button on the subscription preview page. This will reopen the subscription wizard and the subscription preview can be reconfigured. After the subscription changes have been saved in the wizard you can then click “Generate Quote” and another version of the quote will appear in the subscription preview. In this example 50 components were removed and a new version of the quote was generated.
Clicking into the quote will show the information on the quote as well as a downloadable PDF that can be shared with a customer for approval.
The design of the PDF can be customized and branded in the Salesforce Visualforce pages.
Additional options for how the quoting system will function can be found in “Chargify Configuration” tab under “Opportunity Configuration”. Here you can require customer or sales manager approval before the subscription preview will convert into an active subscription in Chargify.
If Manager Approval is selected an approval will be needed before the Customer Approval is input.
Please note that the Customer Approval button will need to be added to the subscription preview page from the layout edit page. Additionally the “Manager Approval” uses the standard Salesforce approval processes and will need to be added as well.