Salesforce CRM Collections: Turn Customer Data Into Collection Automation

There is often a "Great Wall" between Sales and Finance. Sales reps live in Salesforce, oblivious to overdue invoices. Finance teams live in their ledger, unaware of a renewed contract negotiation. This disconnection hurts customer relationships.

Tear down the wall. By integrating Salesforce with CollectLean, you bring financial context to your CRM data. Use your rich customer account details to drive smarter, more empathetic collection workflows—without manual data entry. Accounts sync automatically. Invoices and payments update in real-time. Customer relationship data powers automated collections. No manual transfers, no data gaps, no delays.

Here's how to turn Salesforce customer data into collection automation.

Why Turn Salesforce Data Into Collection Automation?

The Problem Without Integration:

• Manual Data Transfer: Copy invoice and payment data from Salesforce to CollectLean manually
• Data Silos: Collections data separate from CRM data
• Payment Updates: Record payments in Salesforce, then update CollectLean separately
• Delayed Collections: Invoices don't appear in CollectLean until manually entered
• Missed Opportunities: Can't leverage Salesforce's customer relationship data for collections

The Solution With Integration:

• Automatic Sync: Accounts, invoices, and payments sync automatically from Salesforce
• No Manual Transfer: Invoices and payments created in Salesforce appear in CollectLean automatically
• Real-Time Updates: Payments recorded in Salesforce update CollectLean immediately
• Unified Data: Collections leverage Salesforce's comprehensive customer relationship data
• Immediate Collections: Invoices available in CollectLean for automated reminders right away

What Gets Synced?

Accounts (Customers):

• Account names, addresses, contact information
• Account hierarchies and relationships
• Payment terms and credit limits
• Custom fields and notes
• Sync from Salesforce to CollectLean

Invoices:

• Invoice numbers, dates, amounts, line items
• Due dates and payment terms
• Status (draft, sent, paid, overdue)
• Linked to Salesforce accounts
• Automatic sync from Salesforce to CollectLean

Payments:

• Payment amounts, dates, methods
• Applied to specific invoices
• Automatic status updates in CollectLean
• Collection reminders stop automatically when payment is received

Contacts:

• Contact persons associated with accounts
• Email addresses and phone numbers
• Roles and responsibilities
• Used for multi-channel collection reminders

Prerequisites: What You Need

Salesforce Account:

• Active Salesforce subscription
• Administrator access to your Salesforce org
• API access enabled for your user

CollectLean Account:

• Active CollectLean subscription
• Admin access to integration settings

Salesforce Connected App:

• Connected App created in Salesforce
• OAuth 2.0 enabled
• Consumer Key (Client ID) and Consumer Secret generated
• Appropriate OAuth scopes configured

Step-by-Step Setup Guide

Step 1: Create Salesforce Connected App

Enable API Access:

1. Log in to Salesforce as Administrator
2. Go to Setup → Platform Tools → Apps → App Manager
3. Click "New Connected App" button

Configure Connected App:

1. Connected App Name: Enter name (e.g., "CollectLean Integration")
2. API Name: Auto-generated from name
3. Contact Email: Enter your email address
4. Enable OAuth Settings: Check this box

Configure OAuth Settings:

1. Callback URL: Enter the callback URL provided by CollectLean
2. Selected OAuth Scopes: Select required scopes:
   • "Access and manage your data (api)"
   • "Perform requests on your behalf at any time (refresh_token, offline_access)"
   • "Access your basic information (id, profile, email, address, phone)"
3. Click "Save"

Get Credentials:

1. After creating Connected App, you'll see app details
2. Copy the Consumer Key (Client ID)
3. Click "Click to reveal" to show Consumer Secret
4. Copy the Consumer Secret
5. Save these securely—you'll need them in CollectLean

Important Notes:

• Connected Apps require administrator access
• OAuth scopes determine what data CollectLean can access
• Keep Consumer Key and Consumer Secret secure
• Callback URL must match exactly

Step 2: Get Security Token

Reset Security Token:

1. Log in to Salesforce
2. Go to your Profile → Settings → Reset My Security Token
3. Click "Reset Security Token"
4. Check your email for the security token
5. Copy the token exactly as shown in the email

Important Notes:

• Security token is sent via email
• Copy token exactly as shown (case-sensitive)
• Token is required for API authentication
• Keep security token secure

Step 3: Get Instance URL

Find Your Instance URL:

1. Log in to Salesforce
2. Look at the URL in your browser
3. Instance URL is the base URL (e.g., https://yourorg.salesforce.com)
4. Copy this value—you'll need it in CollectLean

Alternative Formats:

• Production: https://yourorg.salesforce.com
• Sandbox: https://yourorg--sandbox.salesforce.com
• Lightning: https://yourorg.lightning.force.com

Important Notes:

• Instance URL is required for API authentication
• Use the base URL, not a specific page URL
• Keep Instance URL secure

Step 4: Configure CollectLean Integration

Access Integration Settings:

1. Log in to CollectLean
2. Navigate to Settings → Integrations
3. Find "Salesforce" in the integrations list
4. Click "Connect" or "Configure"

Enter Credentials:

1. Client ID: Paste your Consumer Key from Connected App
2. Client Secret: Paste your Consumer Secret from Connected App
3. Username: Enter your Salesforce username (with API access)
4. Password: Enter your Salesforce password (without security token)
5. Security Token: Paste your Security Token from email
6. Instance URL: Paste your Salesforce Instance URL
7. Click "Save" or "Test Connection"

Test Connection:

1. Click "Test Connection" button
2. CollectLean will verify credentials with Salesforce
3. If successful, status changes to "Active"
4. If failed, check credentials and try again

Step 5: Configure Sync Settings

Choose What to Sync:

• Accounts: Enable to sync account (customer) data
• Invoices: Enable to sync invoices automatically
• Payments: Enable to sync payment updates
• Contacts: Enable to sync contact persons

Set Sync Frequency:

• Real-Time: Sync immediately when changes occur (recommended)
• Scheduled: Sync every 15 minutes, 30 minutes, or hourly
• Manual: Sync on-demand when you click "Sync Now"

Configure Sync Direction:

• Salesforce → CollectLean: Invoices and accounts sync from Salesforce to CollectLean (most common)
• Bidirectional: Changes in either system sync to both (for accounts)

Step 6: Map Your Data

Account Mapping:

• Salesforce "Account" maps to CollectLean "Customer"
• Verify account names, addresses, and contact information match
• Review payment terms and credit limits
• Check account hierarchies

Invoice Mapping:

• Verify invoice numbers, dates, and amounts sync correctly
• Check that due dates and payment terms are accurate
• Ensure invoice statuses map correctly (draft, sent, paid, overdue)
• Verify invoices are linked to correct accounts

Payment Mapping:

• Verify payment amounts and dates sync correctly
• Check that payments apply to correct invoices
• Ensure payment methods are recognized

Step 7: Test Your Integration

Create Test Invoice:

1. Create a test invoice in Salesforce (or sync from another system)
2. Wait for sync (or click "Sync Now")
3. Verify invoice appears in CollectLean
4. Check that all details are correct

Record Test Payment:

1. Record a test payment in Salesforce
2. Wait for sync
3. Verify payment updates in CollectLean
4. Check that invoice status updates to "Paid"

Verify Collection Workflows:

1. Create an overdue invoice in Salesforce
2. Verify it appears in CollectLean
3. Check that collection reminders are sent automatically
4. Record payment in Salesforce
5. Verify reminders stop automatically

How It Works: Understanding the Sync Process

Initial Sync:

When you first connect, CollectLean performs an initial sync:

• Syncs all accounts from Salesforce
• Syncs all open invoices from Salesforce
• Syncs recent payments from Salesforce
• This may take a few minutes depending on data volume

Ongoing Sync:

After initial sync, CollectLean syncs changes automatically:

• New invoices created in Salesforce sync to CollectLean
• Payments recorded in Salesforce update CollectLean
• Account changes sync bidirectionally
• Sync happens every few minutes or in real-time

Token Refresh:

Salesforce access tokens expire after a period of inactivity. CollectLean automatically refreshes tokens using the refresh token. You don't need to do anything—it happens automatically in the background.

Rate Limits:

Salesforce has rate limits based on your subscription tier. CollectLean respects these limits and queues requests if needed. Typical limits range from 1,000 to 15,000 API calls per day depending on your Salesforce edition.

Common Issues and Troubleshooting

Issue: Connection Test Fails

Possible Causes:

• Incorrect Client ID, Client Secret, Username, Password, Security Token, or Instance URL
• Connected App not properly configured
• OAuth scopes insufficient
• API access not enabled for user

Solutions:

• Double-check all credentials—copy and paste exactly
• Verify Connected App configuration
• Check OAuth scopes include required permissions
• Ensure API access is enabled for your user

Issue: Security Token Invalid

Possible Causes:

• Security token copied incorrectly
• Security token expired (rare)
• Password changed (requires new token)

Solutions:

• Copy security token exactly as shown in email
• Reset security token if needed
• Update security token in CollectLean if password changed

Issue: Invoices Not Syncing

Possible Causes:

• Sync disabled for invoices
• Invoice status filters excluding invoices
• Rate limit exceeded
• Insufficient OAuth scopes

Solutions:

• Check sync settings—ensure invoices are enabled
• Review invoice status filters
• Wait a few minutes and try manual sync
• Verify OAuth scopes include invoice access

Issue: Payments Not Updating

Possible Causes:

• Payment sync disabled
• Payment not applied to invoice in Salesforce
• Sync delay
• Insufficient OAuth scopes

Solutions:

• Check sync settings—ensure payments are enabled
• Verify payment is applied to invoice in Salesforce
• Wait for sync or trigger manual sync
• Verify OAuth scopes include payment access

Issue: Access Denied Errors

Possible Causes:

• Insufficient OAuth scopes
• User permissions insufficient
• Connected App not properly configured

Solutions:

• Review OAuth scopes—ensure required permissions
• Check user permissions in Salesforce
• Verify Connected App configuration

Best Practices

Create Dedicated Integration User:

• Create dedicated user for CollectLean integration
• Assign profile with minimum required permissions
• Don't use administrator account for integration
• Improves security and auditability

Grant Minimum Permissions:

• Grant only permissions needed for sync
• Don't grant full access unnecessarily
• Review permissions regularly
• Follow principle of least privilege

Keep Credentials Secure:

• Never share Client ID, Client Secret, Username, Password, Security Token, or Instance URL
• Store credentials securely
• Rotate credentials periodically
• Use different credentials for sandbox and production

Monitor Sync Status:

• Check integration status regularly
• Review sync logs for errors
• Monitor sync frequency
• Address issues promptly

Regular Maintenance:

• Review sync settings monthly
• Check for duplicate accounts
• Verify invoice and payment accuracy
• Update security token if password changed

The Bottom Line

Integrating CollectLean with Salesforce eliminates manual data transfer, reduces errors, and speeds up collections. Setup takes minutes, and sync happens automatically.

Key Benefits:

• No Manual Transfer: Invoices and payments created in Salesforce appear in CollectLean automatically
• Automatic Sync: Accounts, invoices, and payments sync automatically
• Real-Time Updates: Changes reflect in CollectLean within minutes
• Unified Data: Collections leverage Salesforce's comprehensive customer data
• Immediate Collections: Invoices available for automated reminders right away

Setup Steps:

1. Create Salesforce Connected App
2. Get Consumer Key and Consumer Secret
3. Get Security Token
4. Get Instance URL
5. Enter credentials in CollectLean
6. Test connection
7. Configure sync settings
8. Test with sample data

Start with Step 1. Create your Salesforce Connected App. Get your credentials. Enter everything in CollectLean. Test the connection. You'll be syncing in minutes.

Ready to turn Salesforce customer data into collection automation? Connect Salesforce CRM to CollectLean and sync accounts, invoices, and payments automatically. Leverage your CRM data for automated collections. No manual transfer, no data silos, no delays. Start your free 14-day trial and see how integration can streamline your collections process.