Invoices & credit memos

Sync your posted invoices and credit memos to NetSuite so NetSuite can track what customers owe. They arrive as standard NetSuite invoices and credit memos. Salesforce's tax travels with them, so the totals match to the cent.

QuantumBit runs billing in Revenue Cloud each month. The run posts an invoice for every customer, including Kingsbridge Digital. QuantumBit then sends the whole run to NetSuite with one click.

Sync a billing run

1. Run billing in Salesforce and post the invoices.
2. Open the Invoice Batch Run. The Sync Invoices to NetSuite card shows how many invoices and credit memos will be sent.
3. Click Sync Invoices to NetSuite.

Invoices go first, then credit memos. Large runs are sent in chunks. You set the chunk size in Sync settings. The card's counts and warnings cover the whole run, every chunk included. When it's done, click View invoices in NetSuite.

Know which documents are sent

An invoice or credit memo is sent when all of these are true:

• It's posted.
• It hasn't been synced yet.
• It was created after the billing run started.
• Its billing account is already in NetSuite. Book one of the account's orders first.

Negative invoices aren't sent. NetSuite can't accept them. Convert each one to a credit memo in Revenue Cloud Billing and sync the credit memo instead. The card tells you how many were skipped.

Retry after a partial failure

If some documents fail, the run still finishes. It shows how many failed, and the run's error log says why. Fix the cause and click the button again. Only the documents that didn't sync are sent. An interrupted run also picks up where it left off.

Sync one invoice or credit memo

Open a posted invoice and click Sync Invoice to NetSuite. For a credit memo, click Sync Credit Memo to NetSuite. Either button also re-sends a document that already synced.

To sync every invoice as soon as it posts, call the Sync Invoice to NetSuite Flow action from a record-triggered flow. See Flow actions.

How tax matches

Salesforce calculates tax when it bills. NetSuite doesn't recalculate it. Each line carries the tax rate Salesforce used, so the NetSuite totals equal the Salesforce totals.

How lines are matched on a re-sync

Each invoice or credit memo line remembers the Salesforce line it came from. A re-sync matches lines by that link. An unchanged line stays as it is. A changed line updates in place. A new line is added, and a line Salesforce stops sending is removed.

A line locked by a payment or an applied credit can't be changed this way. The sync updates its tax rate instead, and leaves the rest of the line as it is.

How credit memos apply

A credit memo applied to an invoice in Salesforce is applied to the same invoice in NetSuite. This works even when both are sent in the same run. Each NetSuite credit memo has a link back to it in Salesforce.

Some invoices have both positive and negative lines. Revenue Cloud splits them into an invoice for the positive part and a credit memo for the rest. Both are sent, and the credit memo is applied to the invoice as it is in Salesforce.

What updates after each sync

• The billing schedules in NetSuite are refreshed. Each billed period links to the NetSuite invoice that billed it.
• NetSuite records what was billed against each performance obligation.
• The Billed amount goes up on each obligation and on the RC Contract.
• The updated obligations appear on the Salesforce Contract.

Only the contracts the synced invoices and credit memos billed are updated. A large run updates them in the background, a few contracts at a time, so the last ones can take a few minutes. The sync itself is done as soon as the invoices land in NetSuite.