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Tutorial/Lifecycle Manager

Preview Invoices

Preview Invoices for Quotes and Orders

Often times, while creating a quote or an order, Sales Reps may want to create an order form that shows the first invoice, or invoices that span the entire subscription term of the quote. Previewing invoices when creating quotes or orders in B2B selling is a common practice and can vary in popularity depending on the specific industry, company, and customer preferences.

In Nue, we provide the ability to preview invoices for a quote or an order by constructing an order payload (including all non-summary order products), and sending the payload to the Billing Accelerator for billing preview. Optionally, the invoice previews can be persisted in Salesforce so that they can be additional information presented on the Order Form.

Preview Invoices for Customers

Customer Account Managers also have a need to preview customers' future unbilled invoices to proactively engage with customers to discuss billing expectations, address any potential concerns, and ensure a smooth invoicing process.

In Nue, we provide the ability to instantly preview invoices for a customer by constructing a payload containing all currently active orders of the customer, and sending the payload to the Billing Accelerator for billing preview. Optionally, the invoice previews can be persisted in Salesforce, so that it also provides valuable insights for finance operations and facilitates better cash flow management as well.

Let's get started!

Please note that the products and prices used in this tutorial are fictional, and are for demo purposes only.

Preview Invoices on the Line Editor

SYSTEM SETTING REQUIRED

This feature requires the following system setting to be enabled:

Revenue Manager -> Invoices

Preview invoices for quotes and orders

After Invoice Preview is enabled for your Nue organization, users can prevew invoices for a quote or an order, before an order is activated.

To preview invoices, you can follow the steps below:

Login to Salesforce, and navigate to Nue on Salesforce app from the App Launcher
Navigate to an opportunity. Click 'New Quote' or 'New Order' button to create a new quote or a new order. You can also open an existing quote or order.
Fill up the quote or order information, and click 'Save and Next'.
In the Line Editor, add a few line items.
- Optionally, you can click on the 'Wrench' icon to add the following columns into the line item grid: Billing Timing, Billing Period. This helps you to understand how the invoices and invoice items are generated by the Invoice Preview.
Click 'Quick Save'.
Click 'Preview Invoices' button in the button bar. Choose one of the 3 following preview options, and click Confirm.

PREVIEW OPTIONS	DESCRIPTION
First Invoice Only	If this option is chosen, the system will generate the first invoice using either the current date (Today) or the earliest Next Billing Date among all the line items in the quote or order, whichever comes later, as the target date for the invoice.
All Invoices for the Entire Term	If this option is chosen, the system will generate all invoices spanning the entire term of the products or services in this quote (or order) for preview.
A Specific Invoice Target Date	If this option is chosen, the system will generate all invoices using the specified target date.

A modal popup window will be launched with the previewed invoices.
You can click 'Cancel' or 'Close' to close the preview window, or you can click 'Save Previewed Invoices' to save the previewed invoices in Salesforce.

User Scenarios

Now let's use the following a few scenarios to look at the details of Invoice Preview.

Preview invoices for a multi-year subscription with one-time services

SCENARIO

Our fictional company Smart Revenue Inc. wants to purchase a 2-year subscription of Quote Builder with a ramp pricing, where the second year has a 5% discount. The company also wants to purchase 100 hours of Implementation Services.

The company would like to know the invoice amount of the first year, and second year respectively.

Let's assume that System Admin has configured Bill Cycle Day to align with the first subscription's Subscription Start Date. For more information about Billing Cycle Day, please refer to this article.

To implement this scenario, the Sales Rep has added Quote Builder (and its bundled subscription Price Builder) as well as Implementation Services into the Line Editor. She sets the subscription term to be 24 months (or 2 years).

In the following image, we can see that Quote Builder has a 2-year Subscription Term with ramp pricing: The first year is $10,000 and the second year is $9,500. At the same time, there is a one-time Implementation Service of $20,000 charged on 11/04/2023. The Billing Timing of all line items is In Advance.

Now, the Sales Rep clicks 'Preview Invoices', select the opton to Preview All Invoices for the Entire Subscription Term, and click 'Confirm'.

In the Preview popup window, you can see there are 2 annual invoices.

The 1st invoice has the Billing Period 2023-11-04 to 2024-11-03. This invoice contains the 1st year charge of Quote Builder, as well as the entire charge of the implementation services. This comes to a total of $30,000.
The 2nd invoice has the Billing Period 2024-11-04 to 2025-11-03. This invoice contains the 2nd year charge of Quote Builder. This comes to a total of $9,500.

Invoice preview of the 1st year:

Invoice preview of the 2nd year:

Preview invoices for line items with mixed billing periods

SCENARIO

Our fictional company Smart Revenue also wants to add another 1 year subscription of Nue Self Service to the same quote that contains Quote Builder and Implementation Services. But they only want to add it on the 2nd year. Nue Self Service is billed monthly.

Smart Revenue wants to know exactly the invoice amount of the 1st year and 2nd year with the additional of Nue Self Service added on the 2nd year only.

To implement this scenario, the Sales Rep adds Nue Self Service to the quote with a start date of 11/04/2024, for 12 months. In the following image, you can see the Billing Period of the newly added Nue Self Service product line is Monthly.

The Sales Rep clicks 'Preview Invoices'. In the Invoice Preview window, you can see starting the first billing period of the 2nd year, Nue on Salesforce will be billed with a $100 monthly charge:

Preview invoices on a change quote or order

SCENARIO

When it's close to renewal, our fictional company Smart Revenue wants to renew Quote Builder subscription for a 3rd year, and add 10 more licenses upon renewal. They would like to preview the invoices of the 3rd year.

The sales rep navigates to the Lifecycle Manager, find the Quote Builder subscription, and click 'Renew', where she selects to renew for 1 more year, and at the same time, add 10 more licenses. She checks out the Change Cart into a new quote. The following image shows the Line Editor of the quote.

In this quote, you can see that the original 50 licenses are renewed, and 10 more licenses are added upon renewal.

Now she clicks on 'Preview Invoices', and selects 'Preview Invoices for the Entire Term'. In the following image, you can see that the 3rd year invoice will contain the annual charge of 60 licenses.

NOTE

When you preview invoices of an order that contains changes of existing subscriptions, assets or entitlements, the previewed invoices will only contain the quote line items or the order products of the change quote or order. They do not contain previewed invoice amounts of existing active orders.

Preview Invoices for Accounts

SCENARIO

Chloe placed an order for customer Smart Revenue that contains a subscription starting 01/01/2024, ending 12/31/2024.

The customer is on a monthly billing schedule, and has been billed for January and February 2024.

Now the customer wants to add 10 more licenses to the subscription, starting 03/16/2024. Chloe places the new order with 10 more licenses.

The customer calls to ask about the invoice details of the next invoice, including the prorated amount of the additional 10 licenses. The next invoice will be issued on March 1st, 2024.

You can follow the steps below to preview invoices for a particular account.

Navigate to Accounts in Salesforce, and click to open the account.
Click 'Manage Customer Lifecycle' to launch the Lifecycle Manager.
Click 'Invoices' tab.
Click 'Preview Future Invoices' action to launch the Invoice Preview modal popup.
In the popup, select one of the preview options. In our case, we select to preview the invoice with a specific invoice target date: 03/01/2024.
Click 'Confirm'.

Now you can see the previewed invoices. In our case, the previewed invoice of March 2024 contains the initial 100 licenses, as well as 10 licenses added on 03/15/2024, prorated for a partial month.

Save Previewed Invoices

Users can save previewed invoices in Salesforce. When the user clicks 'Save Previewed Invoices' in the Invoice Preview popup window, the previewed invoices will be saved in Salesforce as invoice records. The invoice records will be saved as Preview status, and will be displayed in the Invoices tab of the Lifecycle Manager.

Please note that previewed invoices do not have an invoice number (the Invoice ID in Salesforce is used as the Invoice Number). They cannot be activated or canceled. However, each previewed invoice has a reference to the Quote or Order. The previewed invoices are also not accessible in Nue App. They are accessible in Nue on Salesforce only.

The saved previewed invoices can be used to configure the invoice amounts in the order form generated from a quote or order.

Preview Invoices using Apex Global Methods

We also provide Apex Global Methods to preview invoices and optionally, saved the previewed invoices in Salesforce.

Preview the first invoice

Ruby.InvoicePreviewService previewService = new Ruby.InvoicePreviewService();

// Specify the object ID and objectType. The object type can be Quote or Order.  
String objectType = 'Quote'; 
Id objectId = '0Q08G0000006AObSAM'; // The Quote ID
Ruby.InvoicePreviewService.InvoicesPreviewApiResponse response = 
        previewService.previewInvoices(
                objectId, 
                objectType, 
                Ruby.InvoicePreviewService.OPTION_FIRST_INVOICE, 
                null);

// Optionally, save the previewed invoices
List<Ruby__Invoice__c> invoices = previewService.saveInvoicePreview(response);

Preview all invoices of the entire term

Ruby.InvoicePreviewService previewService = new Ruby.InvoicePreviewService();

// Specify the object ID and objectType. The object type can be Quote or Order.  
String objectType = 'Quote'; 
Id objectId = '0Q08G0000006AObSAM'; // The Quote ID
Ruby.InvoicePreviewService.InvoicesPreviewApiResponse response = 
        previewService.previewInvoices(
                objectId, 
                objectType, 
                Ruby.InvoicePreviewService.OPTION_ALL_INVOICES, 
                null);

// Optionally, save the previewed invoices
List<Ruby__Invoice__c> invoices = previewService.saveInvoicePreview(response);

Preview invoices with an invoice target date

Ruby.InvoicePreviewService previewService = new Ruby.InvoicePreviewService();

// Specify the object ID and objectType. The object type can be Quote or Order.  
String objectType = 'Quote'; 
Id objectId = '0Q08G0000006AObSAM'; // The Quote ID
Date targetDate = Date.parse('1/1/2025');
Ruby.InvoicePreviewService.InvoicesPreviewApiResponse response = 
        previewService.previewInvoices(
                objectId, 
                objectType, 
                Ruby.InvoicePreviewService.OPTION_INVOICES_WITH_TARGET_DATE, 
                targetDate);

// Optionally, save the previewed invoices
List<Ruby__Invoice__c> invoices = previewService.saveInvoicePreview(response);

Putting It Altogether

In summary, the Invoice Preview feature in Nue allows for a comprehensive understanding of invoicing details when creating quotes and orders, catering to the specific needs and preferences of various industries and customers.

Enable the System Setting: Before you begin, ensure that the "Preview Invoices" system setting is enabled in your Nue organization.
Previewing Invoices: After enabling Invoice Preview, follow these steps:
- Log in to Salesforce and access Nue via the App Launcher.
- Navigate to an opportunity and create a new quote or order.
- Fill in the necessary information and proceed to the Line Editor.
- Add line items and configure billing details as needed.
- Use the 'Preview Invoices' button to select from three preview options:
  - "First Invoice Only"
  - "All Invoices for the Entire Term"
  - "A Specific Invoice Target Date"
- A modal window will display the previewed invoices.
User Scenarios: We provided a few scenarios to illustrate the practical application of Invoice Preview. These scenarios include multi-year subscriptions, adding products to existing quotes, and renewals with additional items.
Saving Previewed Invoices: Users can save the previewed invoices in Salesforce for future reference. These invoices are stored with a "Preview" status and can be accessed in the Invoices tab of the Lifecycle Manager.
Calling Apex Global Methods: Developers can call Apex Global Methods to preview invoices and save previewed invoices.

Remember that previewed invoices do not have invoice numbers, cannot be activated or canceled, and are accessible only within Nue on Salesforce. They are useful for configuring invoice amounts in the order forms generated from quotes and orders.

Incorporating the Invoice Preview feature into your B2B sales process provides clarity and transparency, ensuring that you and your customers have a clear understanding of the invoicing details associated with quotes and orders. This can lead to smoother transactions and enhanced customer satisfaction. So, take advantage of this feature and streamline your invoicing process today.