Sales Documents

Send web-based invoices through DocumentLink

Invoice from Blackthorn | Payments! There are two core objects: Sales Document and Line Item. 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 legal entity record with your logo and company information and complete the payment's setup wizard.

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

Next, ensure that you are on the latest version of our Payments app.


DocumentLink

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

Initial Setup

In order to view your order or invoice, you must oauth with Blackthorn's Connect App.

Production Org, please click on the below oauth link to complete the DocumentLink setup.
https://auth.blackthorn.io/salesforce?packages=03361000000DksxAAC
Once you authorize with the key above you will be set up for a 2 week, free trial.

Sandbox Org, please click on the below oauth link to complete the DocumentLink setup.
https://auth.blackthorn.io/salesforce?packages=03361000000DksxAAC&environment=sandbox

  • Click on the oauth link

Oauth Link

In order for the authorization to work properly, you can only be logged into one Salesforce org.

  • Select "Allow" for access.
  • If the authorization was successful you will receive a success page.

Create a Sales Document (Order or Invoice)

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

  2. Select the Order or Invoice record type.

  3. Set the values for:

    • Subject optional
    • PO Number optional
    • Payment Term optional
    • Due Date optional
    • 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.
    • Legal Entity optional
    • Discount Code optional
      If a discount code has been created, define the record here.
    • Prepared For 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.
  4. Name
    The name field is automatically generated with an "INV" prefix and an ordered numeric string. For example, your first invoice will have a name of "INV-1".

  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

  1. DocumentLink
    The DocumentLink field is automatically generated with a random alphanumeric link. This link is used to render the invoice online.

  2. Save

  1. Click on the DocumentLink link.

:fireworks+::fireworks+: Ta-Da! :fireworks+::fireworks+:


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."

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

When a customer receives an invoice, they can immediately make a payment through DocumentLink.

Process Flow

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

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

  1. The customer selects "Pay".

  2. Depending on the Enabled Payment Methods, the customer can either pay with a card or ACH.

    • If this is a new Stripe Customer, a Payment Method and Stripe Customer record will automatically be created and relate to the `Prepared For' contact.
    • If this is an existing Stripe Customer (matches on email) a new Payment Method will be added to their record.
  3. If they select Card, they will enter in their credit card information and click Pay.

If they select ACH, they will enter in their bank information and click Pay.

If the payment method is successful, they will receive a notification that tells the customer

"Two small deposits will be made in your bank account. These deposits should appear in your bank account within the next few days. When they arrive, confirm your bank account by contacting us."

There will be a "Pending" ACH Payment Method and related "Open" Transaction in Salesforce.

When the customer contacts you, enter the two micro-deposits on the Pending ACH Payment Method record. The payment method's Status will automatically update to Verified.

Then navigate to the related open Transaction and click the `Capture' button.

Once the Transaction has been captured, the related Invoice Status and Payment Status fields update to Completed and Paid.

Voila! Your invoice has been paid. :smile+:


Have questions or need help?

Please contact us. Our team can help.