Migration
If you are migrating your Chargebee site from Product Catalog 1.0 to 2.0 then uninstall the older version of the integration package from you Salesforce org and install package v1.41 or above. Contact [email protected] for assistance with the installation.
Add Chargebee UI elements manually
Add the following user interface elements to the Page Layouts of the various Salesforce objects:
Editing fields on pages
If you edit fields on Salesforce pages, the changes are not synced to Chargebee. The only exception is the Account object whose data can be pushed using the Create/Update Chargebee Customer action.
The actions listed in this section are those that can be performed from a Salesforce account.
Available under: Account
Description
Pushes the account information into a Chargebee customer record as explained in the Sales Driven flow. If the account has not been mapped to a customer in Chargebee then a new customer record is created in Chargebee first. You can also automate this process for any account by selecting the Sync with Chargebee checkbox on its page layout. Selecting the box immediately triggers this operation and also triggers it for every update made to the account thereafter. Clear the checkbox to stop the triggers from firing.
After the first time you use the Create/Update Chargebee Customer option to update a particular Chargebee Customer, updating it thereafter overwrites the customer record in Chargebee with the new inputs from the Salesforce account even if it is more recent than that in the Salesforce account.
Multiple Chargebee sites
If multiple Chargebee sites have been connected to Salesforce, then on clicking Create/Update Chargebee Customer, you will be prompted to choose one of them to sync to.
Available under: Account
Account hierarchy must be enabled in Chargebee for this action to work.
This action sets the account hierarchy in Chargebee for a pair of customers, in accordance with how it has been set for the accounts in Salesforce. If any of the pair of accounts have not been synced to Chargebee before, this action syncs them first before setting the hierarchy. You must invoke this action from the child account. If you want to set a hierarchy in Chargebee that involves multiple customer records, you must build it from the bottom, linking one parent after another.
Viewing the Hierarchy
If the account hierarchy has already been set in Chargebee, the action displays the currently set hierarchy in Chargebee.
When setting the hierarchy in Chargebee as described above, you must also choose the invoice owner and payment owner for the subscriptions created for the child account. The following options are available:
If a hierarchy is already set in Chargebee you can also use this feature to unlink it.
Available under: Account
Charges and quick charges are non-recurring amounts that can be added to accounts in Salesforce (customer records in Chargebee). Charges must be predefined in Chargebee's product catalog whereas quick charges are ad-hoc and not predefined in Chargebee. Both can be added directly to accounts without being associated with subscriptions.
Add/Create Charge for CB Subscriptions
Follow the steps below to add charges and quick charges to an account:
From an account, click the Add/Create Charge button.
If the account has never been synced to Chargebee, then the Create/Update Chargebee Customer workflow kicks in automatically.
Click Add Charge to add charges from the product catalog in Chargebee. A modal is displayed with the following options:
Add as many charges as needed by repeating step 3.
Click Add Quick Charge to add ad-hoc charges to the account. A dialog is displayed with the following options:
Add as many quick charges as needed by repeating step 5.
Click Add Coupon to apply any available coupons to the charges and quick charges.
Select the Ship to billing address checkbox to auto-fill the address from the Account. Clear the checkbox to enter a shipping address that's different from the billing address.
Enter the PO Number as applicable.
Under Invoice Notes, add any notes that should be displayed on the invoice PDF to be sent to the customer.
Click Preview and Send and a modal is shown with the preview of the invoice that would be generated.
Click Create Invoice to actualize the charges and quick charges.
Available under: Account
Sends an email via Chargebee to the account prompting them to update their payment method. The email contains a link that the customer can follow to enter their payment method details which are then stored by Chargebee for later payments.
When multiple Chargebee sites are connected…
This operation will be invoked for the Chargebee site that the account has been mapped to.
Using Account Hierarchy in Chargebee
If payments for the customer are made by another in Chargebee, ensure that this action is invoked in Salesforce from the account which corresponds to the paying customer.
Available under: Account
This action allows a Salesforce user to directly update the payment method on behalf of the customer in Chargebee. The payment method is captured in a PCI DSS compliant modal or page.
When multiple Chargebee sites are connected…
This operation will be invoked for the Chargebee site that the account has been mapped to.
Using Account Hierarchy in Chargebee
When payments for the customer are made by another in Chargebee, ensure that this action is invoked in Salesforce from the account which corresponds to the paying customer.
Available under: Account
This operation is used to invoice any unbilled charges that may be present for the Chargebee customer record mapped to the account.
When multiple Chargebee sites are connected…
This operation will be invoked for the Chargebee site that the account has been mapped to.
Available under: Account
This action creates a subscription against the Chargebee customer mapped to the account. Subscriptions can also be created from quotes directly by converting them.
When multiple Chargebee sites are connected…
This operation will be invoked for the Chargebee site that the account has been mapped to.
If the account has never been synced to Chargebee then the Create/Update Chargebee Customer workflow kicks in automatically.
Choose an opportunity
Choose a Subscription Id for the subscription. When not entered, it is auto-generated by Chargebee.
Select a Product Family. The plans, addons, and charges available in the next steps depend on the product family selected.
Enter the Plan Details:
Enter the details for Addons:
Enter the details for Charges:
Once a plan has been selected, any charges that have been configured to apply automatically along with it are displayed in this section.
You can change the unit price for the charge provided each of the following conditions hold true:
If the pricing model is anything other than flat fee, you can input the Quantity as well. The number of decimal places you can provide is configured in Chargebee under Multi-decimal Support.
Under Charge customers, select the event at which the charge should be applied to the subscription.
Under Apply charges, select if you want to have the charge applied every time the event occurs or Once.
Under Number of days of service provided, select the number of days of service period for the charge.
To remove a charge, click the Remove link seen on the right side of the charge details.
Use the Select a coupon dropdown and apply any of the coupons available. Multiple coupons can be applied.
Provide the Billing details:
Enter a Start Date for the subscription. The date/time at which the subscription is to start or has started. If not provided, the subscription starts immediately. If set to a value in the past then that date/time should not be more than the duration worth a plan billing period, into the past.
Under Billing Cycles Type, select one of the following options:
Set the Auto Collection Status for the subscription.
Clear Ship to billing address checkbox to enter a shipping address that's different from the billing address. The shipping address in the Account is prefilled and you can edit as needed.
Invoicing Options: When charges are raised immediately on subscription creation, the following options determine how they're handled:
Once the subscription is created in Chargebee, it is immediately synced back into Salesforce as a record under the CB Subscription custom object. This sync can take a few minutes. The opportunity – if one is chosen in step 3 above – is also updated.
Using Account Hierarchy in Chargebee
If the customer record linked to the contact is part of a hierarchical account relationship in Chargebee, then using this action will cause erroneous behavior. Always use the Create Subscription action for such cases.
When on the Create Subscription page, you have the alternative of enabling the customer to checkout and pay for the subscription themselves. This is done via the Send Checkout Link button.
Contract Terms
Contract terms are not created when using Send Checkout Link. To include contract terms, complete the subscription creation by clicking on Create Subscription button at the end of the form when creating a subscription from an account or opportunity.
Fill in the Create Subscription form and click the Send Checkout Link button at the bottom.
Edit the subject and the body of the email. Note that the checkout link is inserted into the body of the email.
Click Send. Sent emails can be seen on the Activity tab for the opportunity, contact and account in Salesforce.
The customer can now click on the checkout link and pay for the subscription. The shipping address specified in the Create Subscription page is prefilled for the customer on the checkout page. When the subscription is created in Chargebee on checkout, the address is attached to it.
The subscription once created, is reflected in Salesforce when the next sync is run.
No offline payments
The Send Checkout Link workflow signs up the customer using Chargebee Checkout. The subscription is created once the payment is made successfully. There is no option for the customer to defer payments and make them offline later.
If you wish to keep charges unbilled for the customer then instead of using Send Checkout Link, select the Add to unbilled charges option on the Create Subscription form instead and click on Create New Subscription.
The actions listed in this section are those that can be performed from a Salesforce opportunity.
Available under: Opportunity
This action is used to add Chargebee items (plan, addons, and charges) and coupons to the opportunity.
Caution
We recommend that you use Manage CB Products instead of Add Products or Edit Products to insert Chargebee products into opportunities as the latter are incompatible with certain Chargebee features such as:
If you have multiple currencies enabled, ensure that the Opportunity Currency field has been set to the right currency. The available options in the next steps depend on the opportunity currency.
The Chargebee product catalog is configured with product families, plans, addons, charges with prices set for the currencies and billing frequencies as appropriate.
Enable price overriding to allow users to change the price of items in the product catalog when adding or updating them in a subscription.
If the opportunity is for a new subscription, then add products as follows:
From an opportunity that doesn't have a subscription attached, click on Manage CB Products.
Select New Subscription from the Manage Products For dropdown.
Under Family Details, select a Product Family from the dropdown. The plans, addons, and charges available in the next steps depend on the Product Family selected.
Enter the Plan Details:
Enter the details for Addons:
Enter the details for Charges:
Once a plan has been selected, any charges that have been configured to apply automatically along with it are displayed in this section.
You can change the unit price for the charge provided each of the following conditions hold true:
If the pricing model is anything other than flat fee, you can input the Quantity as well. The number of decimal places you can provide is configured in Chargebee under Multi-decimal Support.
Under Charge customers, select the event at which the charge should be applied to the subscription.
Under Apply charges, select if you want to have the charge applied every time the event occurs or Once.
Under Number of days of service provided, select the number of days of service period for the charge.
To remove a charge, click the Remove link seen on the right side of the charge details.
Use the Select a coupon dropdown and apply any of the coupons available. Multiple coupons can be applied.
Click Add Products to update the opportunity products with the details selected.
You can amend a Chargebee subscription from Salesforce. This is typically done when offering upgrades. It is recommended that you create a new opportunity for this and not reuse the original Closed-Won opportunity that was used to create the subscription. Follow the steps below to do so:
Ensure that the new opportunity belongs to the account that has the subscription. The subscriptions associated with an account can be seen in the account's CB Subscription related list.
Click Manage CB Products, and select Existing Subscription under Manage Products For. All active or trialing subscriptions linked to the account are listed.
Select one of the subscriptions and click Next. The form is prefilled with the plan, addons, charges, and coupons that are currently part of the subscription.
Update the details on the form as required. The instructions for the New subscription workflow apply here as well.
Click Update Products. The opportunity products are updated and the Subscription Id field of the opportunity is updated with the subscription Id.
Available under: Opportunity
This action allows you to create/change a subscription from an opportunity. You can have this operation trigger automatically for won opportunities by using setting 3 under opportunities for Opportunities and Subscriptions.
Caution
To add/edit opportunity products before performing this action, we recommend that you use Manage CB Products instead of Add Products or Edit Products as the latter are incompatible with certain Chargebee features such as:
When multiple Chargebee sites are connected…
This operation will be invoked for the Chargebee site that the account has been mapped to.
Once the subscription is created/updated in Chargebee, it is immediately synced back into Salesforce as a record under the CB Subscription custom object. This sync can take a few minutes.
Once you have added the Product Families using the Manage CB Products option follow the steps below to create new subscriptions for your Opportunity:
You can amend a Chargebee subscription from Salesforce. This is typically done when offering upgrades. It is recommended that you create a new opportunity for this and not reuse the original Closed-Won opportunity that was used to create the subscription. Follow the steps below to do so:
Navigate to an opportunity that belongs to the appropriate account. The subscription you intend to change must belong to this account.
Click Create/Change Subscription.
Under the Create/Change Subscription for dropdown, select Existing Subscription. All the active and in-trial subscriptions that belong to the Account are listed for selection.
Select the subscription you want to change and click Next. A page titled Change Subscription loads with all the subscription details prefilled.
Make changes to the form. The instructions provided for creating a new subscription also apply here.
Optionally, you can provide the Billing details to modify them:
Enter the No. Of Billing Cycles that the subscription should run before canceling automatically. This need only be provided if you want to change the original value.
Update the PO Number as needed.
Under Apply Changes, select one of the following options:
Immediately: Apply the changes effective immediately. Optionally, also select Apply prorated charges to give prorated credits for the existing items in the subscription and raise prorated charges for the new items. Prorated charges are not applicable when the billing period of the subscription is changed, such as when moving from a monthly to a yearly plan or vice versa.
On next Renewal: Apply the changes on the next renewal of the subscription.
Invoicing Options: When charges are raised immediately on subscription change, the following options determine how they're handled:
Invoice immediately: the charges are immediately invoiced.
Add to Unbilled Charges: the charges are added to unbilled charges.
Click Update to confirm the changes to the subscription.
Once the subscription is updated in Chargebee, it is immediately synced back into Salesforce. This sync can take a few minutes. Unlike when creating a subscription, a Chargebee Checkout link cannot be sent to the customer via Salesforce for changing subscriptions.
Available under: Opportunity
This action creates a new subscription quote for a customer in Chargebee. The opportunity must be linked to an account.
When multiple Chargebee sites are connected…
This operation will be invoked for the Chargebee site that the account has been mapped to.
closed upon expiry and can no longer be converted.Once created, the quote is visible under the CB Quotes related list for the opportunity.
Quote line items
Available under: Opportunity
This action creates a quote to make changes to a subscription. This is typically done when offering upgrades. The opportunity must be linked to the account that the subscription belongs to. Use a new opportunity for this purpose and not the original Closed-Won opportunity that created the subscription. Follow the steps bellow for this:
The actions listed in this section are those that can be performed from the CB Subscription custom object in Salesforce.
Available under: CB Subscription
This operation makes changes to a subscription in Chargebee through Salesforce and then syncs it back to Salesforce. You can make any combination of the following changes to a Chargebee subscription using this action:
Upgrade/downgrade the plan
Add/remove addons
Change the price
Add coupon discounts
Change the PO Number
Change the number of billing cycles
Navigate to the subscription page and click Change Subscription.
Update the plan, addon, charge, and coupon details as suggested in the section for Create Subscription.
Optionally, you can provide the Billing details to modify them:
Enter the No. Of Billing Cycles that the subscription should run before canceling automatically. This need only be provided if you want to change the original value.
Update the PO Number as needed.
Under Apply Changes, select one of the available options:
Click Update to confirm the changes to the subscription.
Once the subscription is updated in Chargebee, it is immediately synced back into Salesforce. This sync can take a few minutes. Unlike when creating a subscription, a Chargebee Checkout link cannot be sent to the customer via Salesforce for changing subscriptions.
Available under: CB Subscription
This action cancels the subscription. Follow the steps below to cancel a subscription from Salesforce:
Upon canceling a subscription, the change is only reflected in Salesforce on the next sync. You cannot delete a subscription from Salesforce.
Available under: CB Subscription
This action changes the time/date the next renewal of the subscription happens.
Choosing to prorate will raise prorated charges or credits against the customer record depending on whether the renewal date is postponed or advanced respectively. If prorate is unchecked then no charges or credits are raised for changing the next billing date.
Further, on choosing to prorate, if charges are raised, they may be invoiced immediately or added to unbilled charges, depending on what's chosen under Invoicing Options.
Change next billing date help page.
Available under: CB Subscription
Charges and quick charges are non-recurring amounts that can be added to CB Subscriptions in Salesforce (subscription records in Chargebee). Charges must be predefined in Chargebee's product catalog whereas quick charges are ad-hoc and not predefined in Chargebee.
Add/Create Charge for an account.
Follow the steps below to add a charge to a subscription:
Follow the steps below to a quick charge to a subscription:
Available under: CB Subscription
The Sync Due Invoice Count updates the Due Invoice Count field to the current value.
The Due Invoices Count field in the CB Subscription object shows the total number of invoices that are yet unpaid against the subscription. This field, however, is not updated on any given sync unless the subscription itself has undergone a change since the last sync. So occasionally, invoices may get paid without the field getting updated automatically. Sync Due Invoice Count helps by fetching the current value of the Due Invoice Count field from 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. You can create and work with Chargebee quotes from within Salesforce. The actions listed in this section are those that can be performed from the CB Quote custom object in Salesforce.
Available under: CB Quote
Contract Terms
Any contract terms defined as part of the quote are not created for the subscription when using the quote acceptance link described below. To include the contract terms, use the Convert Quote action.
Once a quote is created and for as long as it is open, you can send the quote to the customer so that they can review it. The Send Email option does just that. It launches an email composer with the quote PDF attached. The body of the email, by default, also has a quote acceptance link which the customer can follow to pay and subscribe themselves. The quote acceptance link can also be found in the CB Acceptance Link field of the CB Quotes object. The shipping address details used while creating the quote are prefilled for the customer on the checkout page. When the subscription is created in Chargebee on checkout, the address is attached to it.
The subscription once created, is reflected in Salesforce when the next sync is run. Also, the opportunity is updated if setting 1 and 2 are configured appropriately.
Salesforce Approvals
This operation is subject to any Salesforce approval workflows when the appropriate setting is enabled in Chargebee.
Available under: CB Quote
This operation bills the quote and completes the purchase of the items in the quote.
The charges raised can be invoiced immediately or left as unbilled charges. If you turn Auto collection on, Chargebee attempts to collect payment for any invoice that is raised for the subscription. You can also specify the Subscription Id and the PO Number for the subscription that will be created. The former is auto-generated to a random value if not specified. Once the subscription is created in Chargebee, it is synced to Salesforce during the next sync.
Available under: CB Quote
A Chargebee quote cannot be invoiced once expired. This action extends the expiration date of an open quote.
A new quote PDF is immediately generated with the updated expiration date and made available under the Notes & Attachments related list of quote.
Available under: CB Quote
If you extended the expiry of a quote from Chargebee and not Salesforce, this information is reflected in Salesforce only in the next sync and the quote PDF is not regenerated. Use this action to generate a fresh copy of the quote PDF at any time.
Available under: CB Quote
This updates the products and value of the linked opportunity with those on the quote. When you have created multiple quotes for an opportunity, the products and value on the opportunity match those of the last quote created. If your client decides to go with a different quote than the one last created, you can navigate that quote and invoke this action so that the opportunity shows an accurate picture of the deal.
The following message appears when you click on the Sync to Opportunit button.
Click Yes, go ahead to update the linked opportunity with the items on the quote.
