Salesforce integration

With the Salesforce and Scoro integration, you can manage your client communications and sales activities in Salesforce and automatically sync opportunities to Scoro as quotes to build detailed price proposals, create projects, and track their performance.

The integration is opportunity-centric – only opportunities at a specific stage (and any other conditions if specified in the integration settings) are synced over to Scoro.

This article explains how the Salesforce integration works, how to connect Salesforce with Scoro, configure the integration settings, and send the quoted sum and PDF back to Salesforce.

1. How the Salesforce integration works

Integrating Salesforce with Scoro lets you bridge the gap between your CRM and project management by automating the sync of Salesforce opportunities to Scoro as quotes. Once the quote is in Scoro, you can use it to build detailed price proposals and ultimately create projects to begin the delivery phase.

The Salesforce integration is opportunity-centric – here's what it means in practice:

• After connecting both platforms, you can choose which opportunity stage triggers the data sync.
• When a lead in Salesforce becomes an opportunity and reaches the selected stage, it syncs to Scoro, creating a new quote with the associated company and contact data.
• Note that updating a contact or account in Salesforce will not trigger a data sync on its own.

By default, Salesforce accounts associated with the opportunities are also synced over to Scoro as companies along with the opportunities. You can also choose whether or not to sync contacts as people in your integration settings.

The Salesforce integration supports a two-way synchronization:

• Opportunities that have reached the specific stage are synced to Scoro.
• Once you've finalized the quote, you can use the Salesforce actions button to send the quoted sum and quote PDF to Salesforce.

Key things to remember about the Salesforce integration:

• Webhook-powered automatic sync: The automatic sync is based on webhooks, meaning the opportunity is synced instantly to Scoro when the trigger event occurs (the opportunity reaches the designated stage and meets any other specified conditions), rather than on a fixed schedule (such as daily).
• Webhook limitations requiring manual sync: If you create a new opportunity in Salesforce and set it to the designated trigger stage right away, the webhook will not fire – you'll need to click the Synchronize now button in the Salesforce integration settings in Scoro to sync it manually. 
• How the quote status is applied: All opportunities synced from Salesforce are created in Scoro as quotes with the default Scoping status applied. 

2. Plan availability & requirements

Salesforce integration is available for the following Scoro plans and Salesforce editions:

• Scoro plans
  • Current plans: Performance, Enterprise
  • Legacy plans: Pro, Ultimate
• Salesforce editions that include API support, flows, and outbound messages, which are required for the Salesforce integration:
  • Pro Suite
  • Professional
  • Enterprise
  • Unlimited
  • Einstein 1

3. Connecting Salesforce to Scoro

To connect your Salesforce account with Scoro:

1. Go to Settings > Site settings > Integrations and click on the Salesforce integration card.
2. Click the Connect to Salesforce button, which will redirect you to the Salesforce login screen.
3. Log in to your Salesforce account.

After logging in to your account, you'll be redirected to Scoro, where you can access and configure the Salesforce integration settings.

The integration creates two items in Salesforce:

• A flow - 'Scoro Opportunity Flow'
• An outbound message - 'Scoro integration'

4. Configuring the connection settings

After connecting Scoro to Salesforce, you can manage your synchronization settings:

• Select what data to sync
• Set the opportunity stage that triggers the sync

4.1. Select what data to sync

There are three types of data that can be synced with the Salesforce integration:

• Opportunity to Quote
• Account to Company
• Contact to Person

The Opportunity to Quote toggle controls the opportunity sync to Scoro:

• When enabled, all opportunities that reach the selected stage will automatically sync to Scoro as new quotes.
• When disabled, opportunities will not sync to Scoro, but you can click Synchronize now to sync your Salesforce contacts to Scoro. Click the toggle to enable it and save your changes to switch the automatic opportunity sync back on.

The Account to Company toggle is enabled by default and cannot be disabled, as the account details associated with the opportunity are synced to Scoro along with the opportunity and will appear on the quote.

Enable the Contact to Person toggle to sync Salesforce contact data and link it to the corresponding person in Scoro during the opportunity sync. Here's how the contact sync works:

• If a contact doesn't exist in Scoro, a new contact is created.
• If it already exists, it's matched during the sync.

4.2. Set the opportunity stage that triggers the sync

Once you've enabled the Opportunity to Quote toggle, you need to designate which opportunity stage will trigger the sync to Scoro:

1. Click the Stage dropdown on the Opportunity to Quote row.
2. Choose the opportunity stage that will trigger the sync and click Save.

4.3. Field mapping

In the Fields column, you'll see that core data fields are mapped by default between Salesforce and Scoro. You can also map out other Salesforce fields to existing or custom fields in Scoro:

• Field mapping is useful if you want to match additional Salesforce fields to Scoro fields.
• Field mapping is not required if:
  • You do not require any additional conditions for which opportunities should be synced to Scoro (besides the specific stage set in your settings)
  • You don't require other details besides the opportunity from Salesforce to sync over to Scoro

To map additional Salesforce fields to existing Scoro fields:

1. In the Salesforce integration settings, locate the Settings section and click the text button under the Fields column for the data type you'll map the fields for (e.g., for Opportunity to Quote).
   
2. Enable the toggle on the left of the Salesforce field you want to map.
3. Select the corresponding Scoro field in the Scoro field dropdown.
   
4. You can also use the Condition and Value fields to specify additional conditions that determine what opportunities should be synced to Scoro (this is optional). For example, if you want to sync only opportunities with a value over 10000, map the Amount field, specify more than (>) as the Condition, and enter 10000 as the Value.
   • The values in the Condition dropdown field can be set to equal, more than, less than, less than or equal to, and more than or equal to.
   • The Value field supports only text and numerical values.
5. Once you're done with the field mapping, click Save.

You can also map Salesforce fields to custom fields in Scoro. However, you'll need to create the custom fields first before you can map them in the Salesforce integration settings:

1. Create the custom fields first.
   • For example, we want to sync the Salesforce record ID to Scoro. In this case, we'll create a new custom field to be used in the Quotes module (see the screenshot below).
   • Currently, the Salesforce integration supports Text, Number, Checkbox, and Drop-down list custom field formats.
   • For more guidance on creating custom fields, see our Custom fields article.
     
2. Map the relevant Salesforce field to the custom field you just created.
   • Once you've created your custom field, return to your Salesforce integration settings to map the fields between Salesforce and Scoro (follow the steps described above).
     

4.4. Other sync settings

Besides choosing what data to sync and field mapping, you can also set up the following settings in the Salesforce integration settings:

• Sync quoted sum back to Salesforce – select Enable from this dropdown field if you want to allow your site's users to send the quoted sums and finalized PDFs back to Salesforce.
• Owner for synced items – select the user from the dropdown field that will be assigned as the owner of the synced documents.
  • This user will be the author of the quotes and the related user for the companies and contacts synced over from Salesforce.
  • We recommend choosing a user whose quotes are visible to all users on your Scoro site so everyone on your team can access the quotes created during the sync. You can change the quote author or the related user for the company or person later by modifying the quote or the contact.

5. Sending the quoted sum and PDF to Salesforce

Once you've compiled the quote, you can send the quoted sum and the quote PDF back to Salesforce.

For example, we have compiled the quote and added services totaling 3860 EUR, and now want to update the opportunity data in Salesforce. To do so, click the Salesforce actions button and select Send to Salesforce.

In Salesforce, we can see the quoted sum and access the Scoro quote under the Notes & Attachments dropdown.