Salesforce Integration for Nonprofits – Invoices
Earlier this year we reviewed how donations in Salesforce create journal entries in Sage Intacct. In that scenario, opportunities are recorded after cash has already been received. So, within Intacct, only a journal entry is required to record revenue after-the-fact. However, donations are often just one of many sources of revenue for a nonprofit. Other revenue stream such as memberships, sponsorships, and grants also need to be recorded in the accounting system. For these types of revenue, rather than payment being received upfront via a “donate now” button on website or cash collections, usually an invoice needs to be generated and payment is made upon receipt of that invoice. So, how would we integrate this type of revenue stream? In this blog post we’ll cover just that.
Workflow overview
First, an overview of our workflow: both a look back at what we covered last time, our donation workflow, and what we’ll cover this time, our invoice workflow.
As a recap, the top workstream for donations creates journal entries in Salesforce from closed won opportunities, which then sync over to Sage Intacct as a Journal Entry. Today, we’ll cover the first of the three other scenarios in which an invoice needs to be generated, Sponsorships.
Sponsorship workflow
Scenario: The Building Industry of Gotham City Association is a fictional nonprofit organization that influences decisions that affect the ability to build and develop in Gotham City. One way in which they fund their mission is via sponsorships for their annual gala. When a business is considering sponsoring this event, an account along with an opportunity with a record type of sponsorship are created in Salesforce. The CRM user manages the lifecycle of the lead in Salesforce up until the business decides they would like to move forward.
Closed Won Opportunity: Gotham City Realtors has decided they would like to purchase our Silver Sponsorship for $2,500. Our CRM user close wins the opportunity in Salesforce.
Note: The opportunity is already associated with an account, Gotham City Realtors, opportunity product, Silver Sponsorship, and we used a flow to populate the entity and restriction (class) dimensions needed for Intacct (more on what a flow is and how it can be used can be found in this blog post).
Invoice in Sage Intacct: In this organization, we have a flow set up that also syncs the opportunity to Intacct automatically upon reaching a state of Closed Won. Below is the invoice created in Order Entry in Sage Intacct (for more information about Order Entry visit this blog post by my colleague, Ashley Klapperick).
Once the invoice is created in Sage Intacct the following would occur in Intacct:
- The invoice can be emailed or printed and mailed to the Customer (a copy of the invoice printed from Intacct is below)
- It appears in the AR aging report
- Lastly, once payment is received, it can be applied against the invoice
Back to Salesforce: In Salesforce, the invoice is posted back to the Account and Opportunity. From there, CRM users can re-print and email an invoice if they’d like as well as view whether payment has been received. Visibility without back and forth emails!
Account (Salesforce)
Sales Invoice with Payment Information (Salesforce)
What’s Next?
If eliminating dual entry between Salesforce and Intacct with the added benefit of visibility and accuracy of data entry has you intrigued, reach out for more information!
Kathy Jastrzebski is a manager with CLA’s Intacct team. CLA is an Intacct Premier Partner with a partnership that spans over 20 years and more than 1,000 successful implementations. Kathy brings five years of accounting experience along with seven years of Sage Intacct implementation experience. Along with her accounting experience, she has a passion for leveraging technology to lead finance teams worldwide through system implementations with a mission of increasing department efficiency through business process improvements.