Setting up Invoices for Salesforce involves:

• Creating invoice templates
• Creating billing scenarios
• Assigning invoice templates to your sales

Creating Invoice Templates

1. Consider the data items from your sales records you want to include in your invoice PDF documents. Make sure each data item has a field in the Opportunity object or any of its parent objects, such as Account, and create new custom fields in these objects if necessary
2. Consider the data items from your product records you want to include in the invoice items table in your invoice PDF documents. Make sure each data item has a field in the OpportunityLineItem object, and create new custom fields in this object if necessary
3. Consider the images you want to include in your invoice PDF documents and upload them to a Folder under the Documents tab.
   Note

   Make sure the images file size is up to 20K.
4. Click on the Invoice Templates tab, and select Invoice Template from the Create New drop-down list in the sidebar, or click New next to Recent Invoice Templates on the invoice templates home page to create a new template.
5. Choose whether to create a new template from scratch or use one of the predefined samples from the templates gallery as described in Creating Invoice Templates.
6. Once you are on the template editor canvas page, design your template as described in Designing Invoice Templates. If you chosen to create a new template from scratch:
   • Click on the Text icon in the toolbox to add text elements to the page. Enter the text content, select merge fields from the available fields to include them in the text, and style the content. Once you are done, resize the text box as you wish and position it on the page.
   • Click on the Image icon in the toolbox to add images elements to the page. Select the folder under the Documents tab where you uploaded the image files, and pick the image file you want to include on the page. Once you are done, resize the image as needed and position it on the page.
   • Click on the Invoice Items Table icon in the toolbox to add a table to display the products invoiced to the page. Select the table's column headers from the products merge fields available, enter their label as you want them to appear on the invoice, change the column's widths as necessary, and style the table's header and body. Once you are done, position the table on the page.
   • Click on the Summary Table icon in the toolbox if you want to add a table with a summary of the invoiced items subtotal, total, etc. underneath the items table to display on the page. Select the numner of columns and rows, set the columns width, enter the content in the table's cells, including merge fields from the available list to add live data from your records, and style the table and its content. Once you are done, position the table on the page.
     Note

     The summary table must always follow underneath the invoice items table.
   • Click on the Horizontal Line or Verical Line icons in the toolbox to add an horizontal or vertical line respectively to the page. Select the line width and color. Once you are done, resize and position the line on the page.
   If you chosen to create a new template based on one of the predefined samples, double-click on any element on the page to edit its content and style, re-size or drag the elements to a new position, and remove unwanted elements and create new ones as necessary to adjust the template sample to your needs.
7. Click the Select Opportunity link to select any existing opportunity in your organization and click Preview to create a preview PDF using the selected opportunity record data to evaluate your invoice document design at any time.
8. Click the Save once you are satisfied with your invoice document design.

Creating Billing Scenarios

9. Consider what are the sales you invoice at your specific billing cycles. Check out whether your sales include subsets which have different billing requirements, such as products sold in different terms, different product types, or sales invoiced at different times.
10. Consider what your sales, and subsets within your sales if you have any, have in common and distinguish them from all the opportunities in your organization. For example, in the simplest case your sales correspond to all the opportunities with Stage equals "Closed Won". What your sales have in common and distinguish them from the rest of opportunities in your organization are the basis of the Billing Rules for these sales. Each separate set of billing rules in turn form the basis to define the different billing scenarios you need.
11. Click on the Billing Scenarios tab, and select Billing Scenario from the Create New drop-down list in the sidebar, or click New next to Recent Billing Scenarios on the billing scenarios home page to create a new billing scenario.
12. Fill in the billing scenario data as described in Billing Scenario Properties and click Save once you are done.
13. Click New Billing Rule on the Billing Rules related list on the billing scenario page you just created in step 12 to add the billing rules to the billing scenario.
14. Select the biling rules type and click Continue. Select the fields from the available fields list for your billing rules, add them to the billing rules panel, pick their operator, and enter their value as necessary or mark them as "Variable". Marking a billing rule as variable means you will enter a value for it at the time of billing. Variable billing rules let you create flexible billing scenarios that you can re-use at each of your specific billing cycles. For example, fields of type Date are always good candidates for variable billing rules, as for instance, the opportunity Close Date. Once you are done click Save.
15. Repeat step 14 for every set of billing rule types you want to add to your billing scenario.
    Note

    Your billing scenarios must have at least one billing rule of the Opportunity Billing Rule type to create your sales invoices in both billing modes: bulk and single invoice mode.
16. Repeat steps 11 to 15 for each of the billing scenarios you considered in step 10.

Assigning invoice templates to your sales

17. The application automatically creates an invoice for each sale based upon the invoice template assigned to that sale. So before billing you need to assign a template to each sale. To do that go to the sale's opportunity page and enter a value for the Invoice Template, as described in Preparing your sales for Billing, and click Save. You can assign different templates to different sales to create different invoices for them.