Subscribed 2018: Best Practices for Customizing Invoices

BEST PRACTICES
FOR CUSTOMIZING
INVOICES

The following presentation is intended for information purposes only. The development, release, and timing of any featur
functionality described for Zuora’s products remains at the sole discretion of Zuora and is subject to change. Any unrele
services or features referenced in this presentation are not currently available and may not be delivered on time or a
Customers should make purchase decisions based upon product features that are currently available.
In addition, statements in this presentation that refer to forecasts, future plans and expectations forward-looking statem
that involve risks, uncertainties, and assumptions, many of which involve factors or circumstances that are beyond our co
If any such uncertainties materialize, if any of the assumptions prove incorrect, or if priorities or resourcing changes, a
results could differ materially from such forward-looking statements. You are cautioned not to place undue reliance on t
forward-looking statements as they reflect Zuora’s expectations as of the date of this presentation. In addition, actual re
could differ materially from those expressed or implied in the forward-looking statements due to a number of fac
including but not limited to, risks detailed in our final prospectus related to our initial public offering filed with the Secu
and Exchange Commission (SEC) on April 12, 2018 as well as other documents that may be filed by us from time to time
the SEC. Copies of our final prospectus and other filings with the SEC may be obtained by visiting our Investor Rela
website at investor.zuora.com or the SEC's website at www.sec.gov. Zuora assumes no obligation and does not inten
update these forward looking statements after the date of this presentation to conform these statements to actual resu
to changes in our expectations.
We encourage customers requiring specific functionality to file requests on our Zuora Community Ideas Board, even if a
feature potentially addressing their needs has been previously discussed. These cases will be tracked by Zuora product
management and every effort will be made to proactively communicate Zuora’s triage and status of incoming requests.
SAFE HARBOR DISCLAIMER

CRM
Accounts,
Opportunities
ERP
Transactions,
Earning Statements
ZUORA
THE THIRD CLOUD
Purpose-built for the dynamic complexities of subscriptions

ORDER-TO-REVENUE FOR THE SUBSCRIPTION ECONOMYTM
Zuora Central
Platform
A Portfolio of
Saas Products
Zuora Connect
App Marketplace

Why customize invoices?
Predictabilit
y
Convenienc
e
Simplicity
They are a key piece to customer experience.
Customizing allows more flexibility into how you
breakdown the value of your services or offerings in a
digestible way.
Engageme
nt

01 02 03
Agenda
Bill Runs, API Generation, Email
Notifications & Callouts
Invoice Generation
Basics, Templates, Filters, Localization
Invoice Presentment
Credit & Debit Memo Presentment
Enhancements

Zuora Billing Subject
Expert
San Francisco
dane@zuora.com
Dane Loyola

Zuora Billing Subject
Expert
San Francisco
ktravis@zuora.com
Katherine Travis

INVOICE GENERATION
• Methodstogenerateinvoices
• BillRunprocessingrules
• Targetdates
• APIs
• Notifications

WHY ARE INVOICES IMPORTANT?
• Your invoice can be your most common
branded touch-point with your
customers
• Accuracy matters to prevent churn and
minimize customer dissatisfaction
• Billing should enable you to scale your
business
And not to mention…. Invoices help you get
PAID

HOW CAN YOU GENERATE INVOICES IN
ZUORA?
Bill Runs APIs

1) INVOICE GENERATION – BILL RUNS

2) INVOICE GENERATION – API GENERATED
INVOICES
{
"objects": [
{
"AccountId": "2c92c0f84d94c548014d9cd771742e80",
"IncludesOneTime": true,
"IncludesRecurring": true,
"IncludesUsage": true,
"InvoiceDate": "2018-06-31",
"TargetDate": "2018-06-31"
}
],
"type": "Invoice"
}
Generate

INVOICE GENERATION – AD HOC BILL RUNS

INVOICE GENERATION - AD HOC BILL RUNS
DEEPDIVE• Zuora gives you the ability to run ad-hoc bill runs for one off accounts on demand.
• You can specify types of charges you want to include or remove from bill runs, you
have the option to select applying the bill run to: usage, recurring, or one-time
charges
Real World Example:
• Acustomerhas2chargesonthesubscription(usageandrecurring).Theoneyeartermofthecontractrunsfrom
01/01/2017-12/31/2017.Thecustomerdecidestocanceltheircontracton12/31/2017butusageforDecemberisuploadedon
the15thofthemonth,sousagechargesbetween12/15/2017-12/31/2017arenotpickedupinDecemberbillrunsinceusage
isnotuploadedforDecemberuntilJan15th.Thisisaperfectexampleofwhenthecustomermaywanttodoanad-hocbill
runtocaptureusageoncethesubscriptionhasbeencancelled.

INVOICE GENERATION – SCHEDULED BILL RUNS

INVOICE GENERATION - SCHEDULED BILL RUNS
DEEPDIVE• Zuora gives you the ability to run scheduledbill runson a regularinterval or one offfor the future,creating
invoices automatically for you.
• You can bill customersin batches(designatedat customeraccountlevel). Billing batchesallow you
processtiers ofcustomersin differentways at differenttimes.
• Schedule your bill runs earlyto review invoices before posting.
Pro tip: Pursue Daily Lights Out Billing
Start with Initial Process:
• Bill Run → Draft Invoices
• Spot Check
• Post Invoices
• Email Invoices
Lights Out
• Bill Run → Auto
Post

INVOICE GENERATION – PROCESSING RULES

#1:Automatically renew auto-renew subscriptions that are up for
renewal
• If I checkthe box, all subscriptionsup for renewalwithin the targetdate of the bill run and are
setto auto-renew,will renew now.
When would I use this?
If you aregoing away on vacation and would like to run
your bill runsin advance,you can makesureall your
renewalsgo outby selecting this option.

#2: Do not email invoices with 0 Invoice Total
• We will notemail invoices with $0 totals….prettyselfexplanatory
If you don’t want to email $0 invoices to your
customers, you would use this setting.

#3:Auto-Post documents upon completion of Bill Run
• Oncethe bill run is complete,this option will allow you to auto-postinvoices (i.e. lights out
billing)
If you are a Zuora ninja and do not need to review
your invoices prior to posting them, you can use
this option.
Reminder: Once you post
the invoice, this contributes
to your Zuora Committed
Volume

#4: Email documents afterAuto-Post is complete
• Onceauto—postis complete,this option will email invoices to
customers
3 Important Tips:
1) Make sure your invoice delivery preference on the account
is set to email
2) The bill to contact on the account has an email address
3) Ensure the communication profile on the account is set to
receive invoice

INVOICE GENERATION – TARGET DATES

INVOICE GENERATION – TARGET DATES
• Invoice Date = Date that will be displayed on invoice; Revenue Schedule StartDate
• TargetDate for the Bill Run=Date that determineswhat chargesare to be billed; any chargeson this
date or prior(fromyour last bill run)will bebilled.
Advanced Billing
• IfyouwanttosendaninvoiceoutonMay1stfortheJune1-June30thbillingperiod,you’dsetyourinvoicedateto
05/01andyourtargetdatefor06/30.

INVOICE GENERATION VIA API
• You can also generate invoices via theAPI, this is similar to running ad-hoc bill run within
UI
• You are required to include the following fields for invoice generation: account id, invoice
date, and target date
• If generating multiple invoices, only the id of the first invoice generated will return
Generate{
"objects": [
{
"AccountId": "2c92c0f84d94c548014d9cd771742e80",
"IncludesOneTime": true,
"IncludesRecurring": true,
"IncludesUsage": true,
"InvoiceDate": "2018-06-31",
"TargetDate": "2018-06-31"
}
],
"type": "Invoice"
}

BILLING PREVIEW API
• Zuora gives you the ability to preview future invoice
items for more than one account.
• You can use this functionality for a single customer
account or a group of customers to be invoiced.
• You would query from the most recent invoice date to a
specific end of term date in the future.
Field Descriptions in Results File
• AccountID
• Success
• Size (optional)
• Error (optional)
• Invoice Item
Results
• Asummary of invoice item objects that are to be billed
to the customer or group of customers
Use Cases
• Query for access to real time usage/consumption data
• Future billings report

NOTIFICATIONS & CALLOUTS
Out of the Box Notifications for Invoices

NOTIFICATIONS & CALLOUTS
• You can configure your own custom notifications and
callouts
Use Cases for Callouts
API Calls to other systems to act on Zuora information
(i.e. call back to your provisioning system to cut off access
after customer is 90 days past due on invoice)
Use Cases for Custom Notifications
Don’t see a notification that’s available OOB, create your
own! (i.e. upcoming invoice, invoice due at custom time
period, etc.)
• RelatedEvent:Picklist
• Name:Custom(NameofNotification)
• Description:Optional
• EventParameters:Whattriggersthenotificationtogoout?
• EmailorCallout

INVOICE PRESENTMENT
Basics
• DefaultTemplates
• AllFieldsTemplates
TableFilters
• GroupBy
• FilterBy
InvoiceLocalization

BASICS: LOCATING INVOICE TEMPLATES

BASICS: DEFAULT AND ALL FIELDS
TEMPLATES

BASICS:
WheredoIfindtheout-of-the-boxtemplate?
1. Download a sample at the Knowledge Center
2. Settings > Billing > Manage Billing Document Configuration

Basics: Invoice
Template – All Fields
Invoice Template - All Fields
Show formatting codes: Windows: alt-F9 Mac: fn+alt+F9
Version 4.0
Formatting Quick Reference
Dates Example
DEFAULT FORMAT «Invoice.InvoiceDate»
{ MERGEFIELD Invoice.InvoiceDate }
@ dd-MM-yyyy «Invoice.InvoiceDate»
{ MERGEFIELD Invoice.InvoiceDate @ dd-MM-yyyy }
@ yyyy-MMM-dd «Invoice.InvoiceDate»
{ MERGEFIELD Invoice.InvoiceDate @ yyyy-MMM-dd }
@ MMMM d, yyyy «Invoice.InvoiceDate»
{ MERGEFIELD Invoice.InvoiceDate @ MMMM d, yyyy }
@ MMMM dd, yyyy «Invoice.InvoiceDate»
{ MERGEFIELD Invoice.InvoiceDate @ MMMM dd, yyyy }
Text Example
* Caps
Capitalizes the First Letter of Each
Word
«Invoice.Comments»
{ MERGEFIELD Invoice.Comments }
«Invoice.Comments»
{ MERGEFIELD Invoice.Comments * CAPS }
* FirstCap
Capitalize only the First Letter of
the First Word
«BillToContact.Country»
{ MERGEFIELD BillToContact.Country }
«BillToContact.Country»
{ MERGEFIELD BillToContact.Country * FIRSTCAP }
* Upper
Converts Entire String to
UPPERCASE
«BillToContact.FirstName»
{ MERGEFIELD BillToContact.FirstName }
«BILLTOCONTACT.FIRSTNAME»
{ MERGEFIELD BillToContact.FirstName * UPPER }
* Lower
Converts Entire String to lowercase
«BillToContact.Address1»
{ MERGEFIELD BillToContact.Address1 }
«billtocontact.address1»
{ MERGEFIELD BillToContact.Address1 * LOWER }
* CardText
Displays numbers as words
«Invoice.Total»
{ MERGEFIELD Invoice.Total #,0.00 * CardText }
* DollarText
Numbers as words with xx/100
«Invoice.Total»
{ MERGEFIELD Invoice.Total #,0.00 * DollarText }
Barcodes Example
Numeric Code128
(BillToContact.PostalCode)
«Image:BarCode.Code128, Value:[«BillToCon»
{ MERGEFIELD “Image:BarCode.Code128, Value:[{
MERGEFIELD BillToContact.PostalCode }]”}
Text Code128
(BillToContact.FirstName)
«Image:BarCode.Code128, Value:[«BillToCon»
{ MERGEFIELD “Image:BarCode.Code128, Value:[{
MERGEFIELD BillToContact.FirstName }]”}
Free Text Code128 «Image:BarCode.Code128, Value:[Free Text]»
{ MERGEFIELD “Image:BarCode.Code128, Value:[{ Quote “Free Text” }]”}
Australia Post «Image:BarCode.AustraliaPost, Value:[Aust»
{ MERGEFIELD “Image:BarCode.AustraliaPost, Value:[{ QUOTE “Australia Post Test” }],
CodeTextPosition:Above”}

Basics: Zuora Default
Template
• Use a modern font that’s
easy on the eyes
• Avenir-45
INVOICE
Please remit payment to:
Your company name
Your address
Your address city, state & zip
Your phone number
Your email address
Invoice Date:
Invoice #:
Payment Terms:
Due Date:
Purchase Order #:
Sales Person:
Account Number:
Account Information:
:
02/01/2009
Inv-549241
Due Upon Receipt
02/01/2009
PO102925
Travis Huch
A000842911
Super Subscription Emporium
678 Evergreen Terrace
2nd Floor
Springfield
Illinois
86441,
United States
1-213-555-1212
stewart@test.com
CHARGE SUMMARY
Subscription
Identifier
Rate Plan
Name
Charge Detail
Service
Period
Subtotal Tax TOTAL
82419391339-
ABC
Best Product
Ever - Gold
Edition
Charge Name: Best Product Ever - Gold Edition:
Activation Fee
Quantity: 3
Unit Price: $50.00
01/31/2009-
01/31/2009
$150.00 $12.00 $162.00
82419391339-
ABC
Best Product
Ever - Gold
Edition
Monthly Fees
Quantity: 3
Unit Price: $99.00
01/01/2009-
01/31/2009
$297.00 $0.00 $297.00
82419391339-
ABC
Best Product
Ever - Gold
Edition
Monthly Fees
Quantity: 3
Unit Price: $99.00
02/01/2009-
02/28/2009
$297.00 $0.00 $297.00
82419391339-
ABC
Best Product
Ever - Gold
Edition
Usage Fees
Quantity: 2
Unit Price: $5.00
01/01/2009-
01/31/2009
$10.00 $0.80 $10.80

TABLE FILTERS
Wouldyoureadthis?

TABLE FILTERS
GroupByInvoiceItem
GroupBy Behavior
● Let’syousummarizechargetabledata
● Basedoffafieldthatsharesidenticalvalue
● Allowsforasumofthechargeamount
Thingstokeepinmind:
● GroupBycanbeusedfortheInvoiceItemtableonly!
● YoucannotuseGroupByandTableSortatthesametime.
● TheTableFilterstatementmustbewithinquotes.

TABLE FILTERS – GROUPBY INVOICEITEM
VS
No GroupBy Behavior GroupBy

TABLE FILTERS
GroupBy:MUSTbewithinquotes
{ MERGEFIELD TableStart:InvoiceItem }
{ MERGEFIELD “TableFilter:GroupBy ServicePeriod”}
{ MERGEFIELD InvoiceItem.RatePlanName }

TABLE FILTERS
ViewBySubscriptionorRatePlan
Standard Behavior:
Each subscription and all line items will
show for rate plans.
Why this may not be ideal?
● Repetitive information
● Really long invoices
Page
1
Page
2

TABLE FILTERS
ViewBy Behavior
● Let’s you roll up the Subscription or Rate Plan data so you only display one row
per Subscription or Rate Plan
● This example summarizes by Rate Plan.
Things to keep in mind:
● There’s also a
ViewBy filter that
lets you hide zero-
value rows:
● «TableFilter: ViewBy
RatePlan»

TABLE FILTERS
VS
NoViewBy Behavior ViewBy

Invoice Localization
Generate invoice PDFs in multiple
languages
1. Enable invoice localization in your
tenant.
2. Create and upload a translation
profile file for the languages you
want to translate your invoice PDFs
into.
3. Edit and generate invoice PDF
documents. You do not need to
make any additional change to
invoice templates for translation.

INVOICE SETTLEMENT PRESENTMENT
SimilartoZuoraInvoicesandZuoraQuotesTemplates….
Link to Create a Custom Memo Template in Zuora
• YoucancustomizeCreditMemoandDebitMemotemplatesbasedonyour
company’srequirements
• ZuorasupportsCreditMemo&DebitMemomergefieldstodisplaycertain
informationyouwantyourcustomerstosee

INVOICE SETTLEMENT FORMATTING
SHEETCreditMemosAllFieldsTemplate
Mergefields for Credit Memos can be found here

INVOICE SETTLEMENT FORMATTING
SHEETDebitMemosAllFieldsTemplate
Mergefields for Debit Memos can be found here

01 02 03
Summary
Bill Runs, API Generation, Email
Notifications & Callouts
Invoice Generation
Basics, Templates, Filters, Localization
Invoice Presentment
Credit & Debit Memo Presentment
Enhancements
What did we cover
today?

HOW TO REACH US…
• CustomerAccount Executive
• Zuora Community
• Regional User Groups

Subscribed 2018: Best Practices for Customizing Invoices

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Subscribed 2018: Best Practices for Customizing Invoices