Sales Documents

Send web-based invoices through DocumentLink

There are two core objects: Sales Document and Line Item. Line Items work as a related object to the Sales Document.

You can send invoices to your customers for payment over the web using our DocumentLink.


Before Creating an Order or Invoice

Before creating an Order or Invoice, you should create a Company Info record with your logo and company information and complete the payment's setup wizard.

  1. Complete the payments setup wizard

  2. Create a Company Info record. (The address, name, and logo that you enter here are rendered on the invoice.)

  3. Create a DocumentLink Template record. Set lookups to the Payment Gateway and Company Info. When you create your Sales Document, set the lookup to the DocumentLink template to default your Sales Document's configuration and merge fields.

  4. Authorize DocumentLink.


Create a Sales Document (Order or Invoice)

  1. Navigate to the Blackthorn | Billing app and click on the Sales Documents tab.

  2. Click "New" in the top-right corner.

  3. Select the Order, Invoice, or Stripe Invoice record type.

  4. Set the values for:

    • Name
      The name field is automatically generated with an "INV" prefix and an ordered numeric string. For example, your first invoice will have the name of "INV-1". This can be edited for any custom needs. This value will be rendered beneath the word 'Invoice' on the DocumentLink document. This value is also written to the 'Description' field of the Transaction record(s) related to the Sales Document.
    • Subject optional
    • PO Number optional
    • Payment Term optional
    • Due Dateoptional
    • Payment Gateway required for Invoices
      Defining the Payment Gateway tells the system which Stripe Account the money should go to.
    • Enabled Payment Methods required for Invoices
      Define how you would like to be paid for the invoice. Card, ACH or both. Keep in mind that ACH transactions have a $5.00 capped fee which is an inexpensive fee compared to cards which have a percentage based fee.
    • Company Info optional
    • Discount Code optional
      If a discount code has been created, define the record here.
    • Contact (Bill To) optional
      The Email and Phone fields will automatically pull in the related Contact's email and phone values.
    • Account (Bill To) optional
      The address fields will automatically pull in the related Account's billing address.
    • Account (Ship To) optional
      The address fields will automatically pull in the related Account's shipping address.
    • DocumentLink Template optional
      The DocumenLink fields will automatically pull in the related DocumentLink Template fields.
    • Tax Amount optional
      The Tax Amount field can be manually defined to calculate the percentage of taxes you would like added to a Transaction.
  5. The Currency ISO, Status and Payment Status fields are automatically defined with default values.

    • Currency ISO: USD
    • Status: Draft
    • Payment Status: Unpaid, only for invoices
  6. DocumentLink
    The DocumentLink field is automatically generated with a random alphanumeric link. This link is used to render the invoice online.

  7. Save

Screenshot of a completed Sales Document record.Screenshot of a completed Sales Document record.

Screenshot of a completed Sales Document record.

  1. Click on the DocumentLink link.

Once your order or invoice is completed, you are ready to view the Sales Document through the web-based and mobile responsive DocumentLink.

Screenshot of DocumentLink created from the corresponding Sales Document.Screenshot of DocumentLink created from the corresponding Sales Document.

Screenshot of DocumentLink created from the corresponding Sales Document.

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Additional Fields Worth Noting

  • Allocation Rollup: Sum of all Allocations for this Sales Document.

Auto-convert Opportunities or Order to Invoices

You can convert an existing Opportunity or Order object to an Invoice. The Opportunity/Order Line Items will be converted to Line Items in the Sales Document. The newly created Invoice will be linked to the originating Opportunity/Order using the Opportunity/Order lookup field.

We have a lookup field Line Item on the Opportunity Product. This will facilitate mapping the Sales Document Line Item directly with the Opportunity Product Line Item. So when an Invoice/Sales document is created from Opportunities using the "Create Invoice" button, you can self map additional Opportunity Line Item fields (Example - custom tax field) to the Invoice using a process builder.

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Add the "Create Invoice" button

Manually add the 'Create Invoice' button to your Opportunity and/or Order layouts.

Accept/Reject Orders

Customers can accept or reject Orders that you send them through DocumentLink.

Process Flow

  1. The customer receives an email with the DocumentLink.
    This generated DocumentLink comes from an Order Sales Document.

When they click on the link, they are brought to a mobile responsive page like the example below.

  1. The customer can either select "Accept" or "Reject".

  2. If rejected, the Order is updated with a rejected ribbon and the Status field on the Sales Document in Salesforce updates to "Rejected."

  1. If accepted, the Order is updated with an accepted ribbon and the Status field on the Sales Document in Salesforce updates to "Accepted."

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Receive a notification when the status changes

Create a process builder that notifies the record owner when the Sales Document's Status updates to accepted or rejected.


Invoice Payment

Once the Transaction related to the Sales Document has been captured (manually or with DocumentLink) and if the the Balance Due of the Invoice is 0, the related Invoice Payment Status field is set to Paid, the Status field is set to Completed and the Paid In Full field is set to the current Datetime.


Refunds

Sometimes you will need to refund an Invoice, for a wide variety of reasons. This can be for either a full or partial refund. Initiating a refund will show no update in the Sales Document in particular, the payment status stays as "Paid" and the balance paid stays as 0.00. This shows that no money is owed from the customer. A new Transaction will be created, with the amount paid as the refund amount identifying that the Transaction has been refunded.


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