The SmartIntegration Platform

28. How to automate your subscription billing using InterWeave and Salesforce

How to Automate Your Subscription Billing Using InterWeave + Salesforce

Automating subscription billing with Salesforce and InterWeave SmartSolutions eliminates manual invoicing, reduces errors, ensures timely payments, and improves cash flow—all while keeping your teams in sync. With InterWeave’s no-code platform, this powerful automation can be set up quickly and configured to your business rules.


Use Case Example

Scenario: A SaaS company uses Salesforce to manage customer subscriptions. When a new subscription is sold (or renews), the system should:

  1. Automatically generate recurring invoices
  2. Process payments via Authorize.net or Stripe
  3. Update the CRM and accounting system (e.g., QuickBooks)

Step-by-Step Setup Using InterWeave

Step 1: Configure Subscription Fields in Salesforce

Create or use standard/custom objects for:

  • Subscription Start Date
  • Billing Frequency (Monthly, Quarterly, Annually)
  • Subscription Amount
  • Customer Payment Method (tokenized)
  • Billing Status (Active, Canceled, Paused)

These fields will serve as triggers and data points in the InterWeave workflow.

Step 2: Set Up a Payment Profile in InterWeave

  1. Log in to the InterWeave portal
  2. Go to Profile Manager → Create New Profile
  3. Select:
    • Source: Salesforce → Object: Subscription or Opportunity
    • Action: Trigger Recurring Payment
    • Target: Authorize.net, Stripe, or Intuit Payments
  4. Set Billing Logic:
    • Frequency (e.g., monthly)
    • Start date
    • Retry rules for declined payments

This profile defines how and when the recurring payment happens.

Step 3: Map Salesforce Data to Payment Gateway

  1. In Field Mapping, set:
    • Subscription.Amount → Payment Amount
    • Customer Token → Payment Method
    • Subscription ID → Reference/Description
    • Start Date + Frequency → InterWeave recurring schedule
  2. Choose ACH or Credit Card method (tokenized and PCI-compliant).

InterWeave will use the stored payment token securely—no sensitive card data ever touches Salesforce.

Step 4: Automate Invoice Generation (Optional)

If you’re using QuickBooks or Sage, InterWeave can also:

  • Create an Invoice for each recurring charge
  • Mark the invoice as Paid when the transaction succeeds
  • Update customer balance and sync back to Salesforce

All done in real time—no human input required.

Step 5: Configure CRM Updates & Notifications

In the Post-Payment Action tab:

  • Update Salesforce with:
    • Latest payment status
    • Next billing date
    • Invoice link
  • Trigger Salesforce Flows to:
    • Send “Thank you” email
    • Notify the account manager of failed payments
    • Flag customers for follow-up if billing fails 3x

Complete visibility into billing activity—inside Salesforce.

Full Example Workflow

  1. Salesforce: Subscription created (Monthly, $100, Start 5/1/2025)
  2. InterWeave Profile activates on 5/1 → Triggers payment to Stripe
  3. Payment processed → Success
  4. QuickBooks invoice created + marked paid
  5. Salesforce updated with status → Customer emailed receipt
  6. Workflow repeats monthly unless canceled

Benefits of Automated Subscription Billing with InterWeave

BenefitImpact
Save timeNo more manual invoicing or billing
Get paid fasterPayments process automatically and on time
Reduce errorsAccurate, consistent billing data
Improve reportingReal-time insights in Salesforce
Stay compliantTokenized payments and PCI-compliant workflows

Bonus Features Available

  • Multi-tiered pricing models
  • Discounts and coupon code logic
  • Pro-rated billing for mid-cycle changes
  • Customer self-service portal for billing info updates