[Account Owner] Salesforce

AdvicePay's Salesforce integration makes it easy to view AdvicePay data within your Salesforce account! Once you install the package, you’ll have the ability to view invoice and subscription data for your accounts directly within Salesforce. You can also add clients, link clients, and update client names. :)

Our integration currently works for:

  • The default B2B configuration
  • B2B in an organization that has Person Accounts enabled, but doesn't use them
  • Person Accounts
  • XLR8
  • Practifi
  • Financial Services Cloud with Person and Individual Accounts

Getting Started

The AdvicePay Salesforce package is designed to be installed by a Salesforce administrator and to be connected in AdvicePay by the AdvicePay  Account Owner or an Account Owner’s Admin. When Salesforce requests data from AdvicePay, it will be acting on behalf of this authorized AdvicePay user. 

(This means the Salesforce integration can only be activated at the home office account level; it is not set up by individual firm advisors.)

Installation

💡Watch our video walkthrough here!

  1. Navigate to Firm Settings > Integrations and click Connect next to Salesforce. 

  2. Log in to your Salesforce account. You’ll then be presented with a package install screen. We recommend selecting Install for All Users --  although all of the installation options are supported.

    Since we’re not yet a part of Salesforce’s AppExchange Partner Program, you’ll need to acknowledge that you understand before you can install.

    Curious about what’s going to be installed? Take a look at the View Components link at the bottom of the page! We designed the AdvicePay package to be unobtrusive and easily integrate with your account layouts.

    If you ever need to uninstall the package, you can feel confident that we will uninstall everything and leave no trace that the package was ever installed! We don’t modify your existing data, aside from adding a custom field to your account records and contact records so we can map them to the AdvicePay user ID.
  3. After you click Install, you’ll be presented with a screen asking you to approve third party access. You’ll also see that the “SSL Encrypted” checkbox is checked.

    If you see another URL or you notice that the SSL Encrypted checkbox is not checked, please do not proceed. We invite you to email us at support@advicepay.com with a screenshot of what you see!
  4. Once you grant access, the AdvicePay package will be installed. This process can take a few minutes, so please be patient. :) When you see a message indicating that installation is complete, you can click Done and you’ll be taken to the Installed Packages page.

  5. On the Installed Packages page, find AdvicePay and click the Configure link beside it to open the package’s setup page in a new window.

  6. The first step in setup is to authorize Salesforce to use AdvicePay on your behalf. 
    1. Click the Authorize button and you’ll be presented with the AdvicePay login screen.Log in as the Account Owner (or as an Admin of the Account Owner). We’ll be using this account to pull data for all of your advisors, so it’s important that whatever account you use has full-access permissions. 
    2. After logging in, you’ll be presented with the Allow Access page. Review the URL on the request. If it looks correct (i.e. it’s a Salesforce URL), click Allow Access and you’ll be redirected back to the Salesforce Named Credential page. 
    3. On the Named Credential page, verify that the authentication status is Authenticated as {youremail}. If it is, you’re all set and you can close the window.
  7. On the Installed Packages page, find AdvicePay and click the Configure link again to open the package’s setup page in a new window. 
  8. Complete the second setup step by clicking the Synchronize Users button. If you have a large number of clients, this might take a minute! Once it’s complete, you’ll get a message showing you the number of records that were updated and you can close the window.
  9. Congratulations! The AdvicePay Salesforce package is installed and ready to go. 🎉 If you ever need to switch to a different AdvicePay user for authorization or to re-sync your client IDs, you can always click the Configure link on the AdvicePay package again.

Configuration

AdvicePay currently provides custom external objects for invoices and subscriptions. To allow your advisors to see them, you’ll need to edit the layout for the Account object.

  1. In your Salesforce Setup page, open the Object Manager.
  2. Open up the appropriate Account object for your organization.
    1. For XLR8, choose the “Entity” object.
    2. For organizations set up with Person Accounts, choose the “Person Account” object.
    3. For organizations with the default B2B setup, choose the “Account” object.
  3. Within the Account object’s setup page, open Page Layouts and edit the layout of your choice.
  4. Inside the layout editor, click Related Lists (under Fields).
  5. Drag AdvicePay Invoices and/or AdvicePay Subscriptions onto the designer.
  6. Click the wrench icon on the field you just dropped on the designer to edit the visible fields that your advisors will see. Click OK to finish.
  7. Click either Save or Quick Save to save your changes to the layout.
  8. You’re done! From now on, you’ll see the lists of AdvicePay Invoices and/or AdvicePay Subscriptions when you open an Account.

Usage

Once you’ve gone through the configuration steps above, all existing AdvicePay clients will be mapped automatically to your Salesforce accounts. 

We make the association based on the email address of the client. Depending on your Salesforce configuration, this mapping works a little differently. Details for various supported setups are below!

Organizations with Person Accounts enabled

  • The Person Account is mapped to the AdvicePay client based on the Person Account’s email address.
  • When a new Person Account is created, we will determine if a client with that email address already exists in AdvicePay. If a client does exist, the Person Account is mapped to that client. If a client doesn’t exist, a new client is automatically created inside AdvicePay.
  • If the Person Account is already associated with an AdvicePay client and the Person Account is updated, the first and last name will be propagated to the AdvicePay client. Note that we're unable to automatically update email addresses since often those need to be approved by the client!
  • If Person Accounts are enabled, B2B accounts in the same organization will also function using the rules in organizations with the default B2B account configuration (see below).

Organizations with the default B2B account configuration

  • The Account is mapped to the AdvicePay client based on the first Contact in the Account that matches an AdvicePay client.
  • When a new Contact is created and/or designated on an Account, we will determine if a client with that email address already exists in AdvicePay. 
  • If a client does exist, the Entity is mapped to that client. Unlike with XLR8 and Person Accounts, we don’t have a way of knowing which Contact is the Primary Contact, so we don’t create clients in AdvicePay automatically when they are created in Salesforce.
  • If the Primary Contact is already associated with an AdvicePay client and the Primary Contact is updated, the first and last name will be propagated to the AdvicePay client. Note that we're unable to automatically update email addresses since often those need to be approved by the client!

Organizations using XLR8

  • The Entity is mapped to the AdvicePay client based on the Entity’s Primary Contact’s email address.
  • When a new Primary Contact is created and/or designated on an Entity, we will determine if a client with that email address already exists in AdvicePay. 
  • If a client does exist, the Entity is mapped to that client. If a client doesn’t exist, a new client is automatically created inside AdvicePay.
  • If the Primary Contact is already associated with an AdvicePay client and the Primary Contact is updated, the first and last name will be propagated to the AdvicePay client. Note that we're unable to automatically update email addresses since often those need to be approved by the client!

Organizations using Practifi

  • The Entity is mapped to the AdvicePay client based on 1) the primary contact preferred email field on the account, 2) the email field on the account, and 3) the email field on the account's primary contact.
  • When a new Primary Contact is created and/or designated on an Entity, we will determine if a client with that email address already exists in AdvicePay. If a client does exist, the Entity is mapped to that client. If a client doesn’t exist, a new client is automatically created inside AdvicePay.
  • If the Primary Contact is already associated with an AdvicePay client and the Primary Contact is updated, the first and last name will be propagated to the AdvicePay client. Note that we're unable to automatically update email addresses since those need to be approved by the client!

Organizations using Financial Services Cloud with Person Accounts

  • The Person Account is mapped to the AdvicePay client based on the Person Account’s email address.
  • When a new Person Account is created, we will determine if a client with that email address already exists in AdvicePay. If a client does exist, the Person Account is mapped to that client. If a client doesn’t exist, a new client is automatically created inside AdvicePay.
  • If the Person Account is already associated with an AdvicePay client and the Person Account is updated, the first and last name will be propagated to the AdvicePay client. Note that we're unable to automatically update email addresses since those need to be approved by the client!

Organizations using Financial Services Cloud with Individual Accounts

  • The Individual Account is mapped to the AdvicePay client based on the Primary Contact’s email address.
  • When a new Individual Account is created, we will determine if a client with that email address already exists in AdvicePay. If a client does exist, the Individual Account is mapped to that client. If a client doesn’t exist, a new client is automatically created inside AdvicePay.
  • If the Individual Account is already associated with an AdvicePay client and the Primary Contact is updated, the first and last name will be propagated to the AdvicePay client. Note that we're unable to automatically update email addresses since those need to be approved by the client!

Frequently Asked Questions

• Will this integration pull historic invoices for clients that have been deleted from AdvicePay? 

No; while those historic invoices are maintained within AdvicePay for record keeping, the Salesforce integration will not pull info for deleted clients.

• If I merge duplicate Accounts in Salesforce and the related records for invoices or schedules is merged, how does Advice Pay react to that consolidation of records in Salesforce?

We will sync to the remaining account's email address.

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