How to issue an invoice

An invoice needs to be issued within 3 days of the course end date. The instructors are sent a form to fill out after the course to let you know about any adjustments that need to be made to the invoice. If the instructor has not sent this in after 3 days, then go ahead and issue the invoice.

  1. Log into Quickbooks, open the Course File, and Thinkific

  2. In Quickbooks, in the left side menu, click SALES then INVOICES then CREATE INVOICE

  3. In the space that says ADD CUSTOMER, select who the invoice should be sent to. Refer to Columns W, X, and AC in the 2024 Course File. Many customers have already been entered into the system. If it is a new customer, please enter their contact information into the system. You only need to enter their name, email, and organization or “independent instructor” if they are not associated with an organization. The other details and setting do not need to be filled out. Sometimes a course may already have an invoice attached to it or an invoice does not need to be issued. If so, column X will tell you.

  4. Add Invoice tags: Add the course level, type, state, month with year, instructor, and organization. You may need to create new tags. These tags will help you later when we need to analyze invoice data.

  5. Add Service Date: this will be the start date of the course (column F in the course file).

  6. Add Product/Service: Select WFA, WFR, or WFR Recert student fee accordingly. Look up the course group in Thinkific and set the QTY for the invoice to match the number of students enrolled in that group.

  7. Instructor pay needs to be added for all Mountaineer courses (not for Mazamas). Pay needs to be added for each full instructor teaching the course (not candidates). Refer to columns H and J in the Course File to see how many instructor pays you should add. If Travis is one of the instructors, you do not need to count his pay. Select “instructor wages” and enter 10 hours

  8. Then click “save and close” and then send the link to the invoice to Teal for final approval.

  9. Once approved, Send Invoice: Click send. Fill in the appropriate details in the email template. Click Send Invoice!

  10. In the Course File, update column Y, Z, and AA.

  11. Check weekly to see if the invoice has been paid. When it has been paid, update column AA.