Creating and Editing Invoices

Introduction

This guide provides step-by-step instructions for creating and editing invoices in Thentia Cloud. Including how to manually create an invoice, how to invoice a business, and how to make edits to existing invoices. These tools help board staff manage financial records and ensure proper billing across profiles and businesses.

Creating an Invoice

1. Select the Module Selector to access the Finance module.
   
2. From the navigation menu under Billing, select Invoices.
   
3. Select the Add (+) icon from the toolbar.
   
4. Input the recipient’s information. Either a Profile, Business, or Education Provider.
   
    
5. Scroll to or select Invoice Details in the navigation menu. Complete the following:

• Invoice Status
• Invoice Date
• Due Date
• Memo (optional)

6. All other fields are system-generated.
7. Select Save. A notification will display, and the system will generate an invoice number.
   
8. Select Save again to update the invoice number in the header.
   
9. Navigate to Items and select the + icon to add appropriate fees.
   
10. On the New Invoice Item screen:

• The associated Invoice will already be assigned, since you've created the fee item within an invoice.
• Enter the charge Name 
• Select the appropriate Fee Product/Fee Item from the list. Each fee item in your system will have an associated fee amount. Note: You can update the amount.
• Credit Item: No (This will not be a credit or refund)
• Save
  

11. You can add multiple items. The system will calculate the total.
12. Uploaded files related to the invoice can be added under Files > Upload icon.
    
13. Invoices can also be created from a Profile record (under Connections) to auto-fill applicant/licensee information.
    
     

Invoicing a Business

Either follow the instructions above and select a Business rather than a Profile as an Invoice Recipient. Or, use the steps below to create an invoice from a Business Record.

1. From the Module Selector, access the Register module.
2. Open the navigation menu (hamburger icon).
   Then select Businesses under Business Registration.
   
3. Use the search bar or scroll to find the business. Highlight the record and either:
   • Double-click on a blank space, or
   • Click the Pencil icon
4. In the left panel under Connections, select Invoices.
   Select the + icon to create a new invoice.
   
5. Click Save twice to generate the invoice number.
   
6. In the Connections panel, select Items.
   Click the + icon to add fee items.
   
7. On the New Invoice Item screen:
   Fields marked with a red asterisk * are required.
   -The associated Invoice will already be assigned, since you've created the fee item within an invoice.
   -Enter the charge Name 
   -Select the appropriate Fee Product/Fee Item from the list. Each fee item in your system will have an associated fee amount. Note: You can update the amount.
   -Credit Item: No (This will not be a credit or refund)
   
8. Select Save to apply the fee.
9. Return to the invoice page to confirm it's listed with a status of Balance Owing.
   Note: Authorized representatives are not notified automatically. Board staff should either:

• Advise them to log in and view the invoice, or
• Download and send a copy manually.

Editing an Invoice

1. Select the Module Selector to access the Finance module.
   
2. From the navigation menu under Billing, select Invoices.
   
3. To open an invoice:
   • Double-click on a blank space or non-hyperlinked text in the invoice row
4. In the left panel, click Invoice Details and make your changes (e.g., update status, add memo).
   Save.
   
5. Add to or update the associated Fee Items.
   Save.