Creating and Editing Invoices

Introduction

This guide provides step-by-step instructions for creating and editing invoices in Thentia Cloud. It includes 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 grid icon in the upper right corner of the screen and choose the Finance module.
2. From the navigation menu under Billing, select the Invoices topic.
3. Select the Add (+) icon from the toolbar.
4. Input the recipient’s information.
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 an invoice number is generated.
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:

• Enter the charge Name
• Select the appropriate Fee Product from the list
• Select 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

1. From the grid icon/app tray, select the Register module.
2. Open the navigation menu (hamburger icon).
3. Select Businesses under Business Registration.
4. 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
5. In the left panel under Connections, select Invoices.
6. Select the + icon to create a new invoice.
7. Click Save twice to generate the invoice number.
8. In the Connections panel, select Items.
9. Click the + icon to add fee items:
   • Enter the Name
   • Choose the Fee Product from the dropdown
10. Fields marked with a red asterisk * are required.
11. Select Save to apply the fee.
12. 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. From the grid icon, choose the Finance module.
2. Select Billing > Invoices from the menu.
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).
5. Click the Save icon (diskette) to save changes.