How do I integrate with Salesforce?

Summary

The Salesforce integration in Tabs is a great way to ensure that your customer data is consistent across your various systems, and that key billing information is properly captured in both SFDC and Tabs.

Key Benefits

• Consistency between Tabs, Salesforce, and the ERP. Through the Tabs<>Salesforce customer sync and the bi-directional Tabs<>ERP sync, you can be confident that customer data is accurately shared across all of these systems.

• Automated contract ingestion. Tabs will automatically ingest all contract documents from Salesforce, removing the need to manually upload or send the contract to Tabs and therefore ensuring no contracts are missed, ensuring timely billing and revenue workflows are initiated.

• Invoice visibility for business teams. Account managers will be able to view invoices for their accounts directly in Salesforce, enabling them to have direct visibility into what is sent and outstanding for their customers without needing to involve another team or log into a different system.

• Custom field syncing. Tabs can pull in key data fields at the Account level in Salesforce and populate them at the Customer and Invoice levels in Tabs.

What is included in the integration?

• Sync Customers: Tabs pulls customers from SFDC when an opportunity is moved to Closed-won. This includes the customer name, contact name and email address, and billing and shipping addresses. The customer is then pushed to the synced ERP, allowing for each system to have consistent information. If the customer already exists in Tabs, this will be detected and will not create a new customer. This is a one-way sync from Salesforce to Tabs, so any updates made to the customer record in Tabs will not update Salesforce.

• Contract Pull: Tabs pulls contracts (PDF only) from the opportunity when it is moved to Closed-won status. These contracts are then automatically put in the queue for processing in Tabs. Contract filenames now sync into Tabs exactly as uploaded, making it easier to search, organize, and reference original agreements

• Invoice Push: Tabs pushes invoices to Salesforce and links the invoice to the opportunity that it is associated with. To do this, Tabs will install a custom invoice object in Salesforce. If multiple contracts contribute to one invoice, then that invoice is pushed back to every associated opportunity. The invoices are only pushed when they are post-draft state, and the status of the invoice will update in Salesforce when the invoice status is updated in Tabs. This is a one-way sync from Tabs to Salesforce, so any updates made to the invoice record in Salesforce will not update Tabs.

• Invoice Line Item Push: Tabs pushes invoice line items to Salesforce and links the line item to the Tabs invoice that it is associated with. To do this, Tabs will install a custom invoice line item object in Salesforce. This is a one-way sync from Tabs to Salesforce, so any updates mades to the invoice line item record in Salesforce will not update Tabs.

• Payment Push: Tabs pushes payments to Salesforce and links the payment to the Tabs invoice that it is associated with. To do this, Tabs will install a custom payment object in Salesforce. This is a one-way sync from Tabs to Salesforce, so any updates mades to the payment record in Salesforce will not update Tabs.

• Custom Salesforce App (Managed package): Tabs provides an app that can be installed directly from Salesforce. The Tabs Salesforce app provides a simple UI to view all custom objects that are created by Tabs in Salesforce. This is only available in Lightning.

How integrate with Salesforce

Before integrating with Salesforce, speak with your Tabs Implementation Manager or Customer Success Manager. They review your current Salesforce configuration to ensure it aligns with the native Tabs integration, and then walk you through the pre-integration steps, including the installation of the managed package mentioned above. For more information on what is needed before the integration is enabled, refer to this article.

Once the pre-integration steps are complete, your Implementation Manager or Customer Success Manager will enable the integration in Tabs, and then you will be able to integrate directly.

Instructions

1. Navigate to the Integrations page in Tabs, found at the bottom on the side navigation menu.

2. Scroll down toward the bottom to the CRM section, and click "Connect" in the Salesforce tile.

   

3. You will be presented with a few configuration options to be set up before connecting:

   • Cutoff date: This is an optional field that can be used if you do not want to import data from Salesforce to Tabs before a certain date, referring to the closed-won date for opportunities. If you have already mapped all of our customers and contracts in the pre-integration steps, you can use the date you are integrating with Salesforce, since everything prior to the current date will already be mapped and accounted for.

     Alternatively, if you are integrating during implementation and/or have not mapped your contracts to deals in Salesforce, you can use the date you started using Tabs, i.e., the closed-won date of the opportunity of the earliest contract in Tabs.

   • Pipeline stage: Identify what pipeline stage you use to signify that an opportunity is Closed-Won and that the contract should pull into Tabs. Type this out to exactly how it is is shown in the SFDC Opportunity Pipeline, and we will pull in all Deals from that pipeline. This can always be changed later as needed.

   • Sync settings: You can choose which objects you would like to sync between Tabs and Salesforce. Note that there are limitations on what can be synced together (for example, contracts cannot sync without customers, and invoices cannot sync without both contracts and customers).

   • Contract syncing: You can decide if you would like the billing contact name/email and billing address for the customer record in Tabs to come from the SFDC Account or the contract document.

     • Right now, there are limitations on when this setting is enabled. If you do not see this option, contact name/email and billing address will default to pulling from the Account object in SFDC. If you would like to pull from the contract instead and do not see that option, please contact your account manager.

   Once these settings are updated, click "Connect".

   

4. This will bring you the Salesforce login page, where you can enter your Salesforce credentials.

   

5. After signing in, you will be directed back to Tabs on the Salesforce configuration page. This indicated that the integration was successful! All customers and contracts will be pulled from Salesforce to Tabs (or mapped to each other if pre-integration steps were necessary), and all invoices will be pushed to the associated opportunity in Salesforce.

   This page has the same settings that were presented before connecting, as well as one extra section on the bottom for custom field syncing. If you do not have custom fields to sync from Accounts to Customers in Tabs, then the integration is now complete and you can skip the next 2 steps.

6. If you would like to set up custom fields, this can be set up on this page. These fields will link from the Salesforce account to the associated Tabs customer. In the "Customer custom fields" column, all pre-configured Tabs custom fields will be listed. In the "Salesforce account fields" column, you can select any field from the account object in Salesforce to map to the associated Tabs custom field.

   

7. Once you have mapped your desired custom fields, click "Save". This will also initiate a sync for the values from the Salesforce fields to populate in Tabs. This can be seen on the Customer details page and the Invoice details page in Tabs.

   This is a one-way sync from Salesforce to Tabs. If the value of the field is changed in Tabs, it will not push to Salesforce, and the Salesforce value will override it at the customer level in Tabs on the next sync.