Keep a Price list of services, products, taxes, and discounts.
Keep Billing Entities : the people and companies an invoice is billed to.
Create invoices, add lines from the price list, the calendar, or signed session notes, and apply taxes and discounts.
Export a PDF, email it, and record when it was sent.
Accept card payment online through Stripe, or mark an invoice paid by hand (cash, check, or other).

Simple Invoicing is not the Insurance module. Insurance claims use payer rates and are submitted to insurers. This module charges the bill-to party on the invoice. A price list item is what the family (or other billed party) is charged. A payer rate is what one insurer is billed for one service code. The two lists stay separate.

1. Open Simple Invoicing

Sign in to UnitusTI and select your center.
Open the Center menu.
Choose Simple Invoicing .

The menu item appears only when Simple Invoicing is enabled for the center. If you do not see it, ask a center administrator.

Inside the module, invoices, the price list, and billing entities are available only if your profile has the Administrator or Invoice Manager role. Without one of those roles, the home tour shows this message: To use this tool, you need either "Administrator" or "Invoice Manager" security roles in your profile.

Settings can be opened by either role. Only an Administrator can change them. An invoice manager sees settings in view mode.

2. Before you start

Do this setup before the first live invoice.

2.1 Roles

Administrator — settings, Stripe connection, and day-to-day invoicing.
Invoice Manager — day-to-day invoicing. Cannot edit settings or connect Stripe.

2.2 Price list

Open the Price list tab. Add each service or product you charge for, with a unit price. Link an item to a Service Code when you want to bill calendar events or session notes that use that code.

Inactive items stay in the list but should not be used on new lines.

2.3 Billing entity

A billing entity is who the invoice is addressed to. It can be copied from a client, a user, or a client’s contact, or typed from scratch. It can be a person or a company. It is not the same record as the UnitusTI client.

2.4 Invoice template

Every new invoice uses a template (layout of the PDF and the on-screen preview). At least one template must exist before you can create an invoice. The first time you create an invoice, you choose Select Template .

2.5 Settings (administrators)

On any of the three tabs, click Settings .

Tab	What it controls
Invoice Numbering	Whether the invoice number can be edited, zero-padding, whether new numbers must keep growing, the first number, and the default Notes and Terms copied onto new invoices.
Dates	Due Days — default number of days after the create date for the due date. Zero means no due date.
Email	Blind-copy addresses, the subject line, and the body used when you email a PDF.
Online payments	Connect the center’s Stripe account so families can pay by card.

Save the dialog when you change numbering, dates, or email. Online payments uses its own Connect with Stripe button.

2.6 Online payments (optional)

Card payment is available only for centers in a country UnitusTI has enabled for Stripe. Otherwise Connect with Stripe stays disabled and the tooltip says this functionality is not available in your zone.

An administrator connects Stripe once. After the account is connected and card payments are active, invoices in Draft or Sent can include a pay-online link.

3. Home tour

The first time you open Simple Invoicing, a short tour walks through the invoice on the left:

Billing Toolset Quick Tour
Select a Billable Entity
Add custom Items
Add Items from Service Codes
Configure Taxes and Discounts
Check the user guide

Use Back and Next . When you are done, Continue opens the invoice list. Check Don't show again to skip the tour on later visits.

The tour mentions the help-center user guide. This document is the staff manual for the same screens.

4. The three tabs

After the tour, the top of the screen has three tabs and Settings :

Tab	What it is
Invoices	The invoice list and, on the right, the charts.
Billing Entities	People and companies you can bill.
Price list	Reusable prices, taxes, and discounts.

More → User Guide on the invoice, billing-entity, and price-list lists opens the in-product help course, not this file.

5. Billing Entities

Open Billing Entities .

The table shows name, legal id, and status. Click a row to open it. New starts the create wizard.

5.1 Create a billing entity

The wizard asks whether to copy information from an existing UnitusTI record or to start blank:

Choice	What is copied
From an User	A UnitusTI user.
From a Client	A client chart.
From a Client's contact	A contact on a client chart.
From scratch	An empty form.

Review the copied fields before you save. The billing entity is a copy used on invoices. Later edits to the client or user do not change invoices that already have this entity, unless you refresh them (see §8.2).

5.2 Edit a billing entity

Turn on Edit , change a field, and save that field.

Field	Notes
Name, last name	Shown on the invoice.
Legal id and legal id type	Citizen Id, passport, NPI number, company id, or other.
Status	Active or Inactive .
Type	Billing Entity (a person), Company , or Other .
Address, city, state, country, postal code	Printed on the invoice.
Email, phone, mobile	Used when you contact or email the billed party.

Delete removes the billing entity when it is not needed. Do not delete an entity that invoices still reference.

6. Price list

Open Price list .

The table shows name, description, status, and service code. Click a row to open the item. New starts the create wizard.

6.1 Create a price list item

Choose:

From a Service Code — pick a service code. Name and description are filled from that code, and the item stays linked to it. Use this when you will bill calendar events or session notes.
From scratch — type the item yourself.

Then set:

Name and Description
Type — service code, service, product, tax, discount, promotion, or custom
Unitary Value — the price for one unit
Taxes Before Discounts , discounts , and Taxes After Discounts — optional lists applied when the item is added to an invoice

The create title is Create price list item . The description on that step is: a price list item can be a product or a service you charge for, or a set of taxes and discounts to apply on invoices later.

6.2 Edit a price list item

Turn on Edit . Change name, description, status ( Active / Inactive ), type, unit price, taxes, discounts, or the linked service code. Each field saves when you leave it.

Delete removes the item from the catalog. It does not rewrite lines already on invoices.

7. Invoice list

Open Invoices .

The list is newest first (latest created date at the top). Columns are invoice number, name, status, created date, sent date, paid date, due date, and total. A totals row sits under the page.

Filters

Name — the billed party’s name.
Status — All, Draft, Sent, Paid, Canceled, or Archived. Each choice shows a count and the amount in that status for the current filter.
Period — from / to billing period. Changing the period reloads the list.

Page size is 25, 50, or 100.

Buttons

Button	What it does
New Invoice	Starts a draft. See §8.
Export	Downloads the filtered list as Excel.
More → Templates	Opens the template list.
More → User Guide	Opens the in-product help course.

Charts

Toggle Invoices / Dashboard above the table. Dashboard charts the same filtered invoices: amounts by status, by billed party, and by period. The period chart stays oldest period to newest, even though the table is newest first.

8. Create an invoice

Click New Invoice .
Select a billing entity, or create one in the same wizard.
Choose Select Template .
UnitusTI creates a Draft in the current period and opens it.

The due date is the create date plus Due Days from settings, when due days is greater than zero. Notes and terms start from the settings templates.

You stay on the new invoice. The list is updated the next time you open Invoices .

9. Work on an invoice

The left side is the live preview (the same layout as the PDF). The right side is the editor for whatever you click.

Turn on Edit before changing fields. The switch is hidden on an archived invoice and disabled if the invoice is not from your center.

Click a region of the preview to open the matching editor:

Click	Editor
Dates, number, status	Number, status, created, sent, paid, and due dates.
Bill-to block	The billing entity on this invoice.
A line	That line (description, quantity, price, taxes, discounts).
Add line	Starts Add Items .
Notes	Invoice notes.
Terms	Invoice terms.
Subtotal / tax / discount totals	Taxes and discounts that apply to the whole invoice.
Center block	Center name and address printed on the invoice.

The preview totals update when you save a line or a tax.

9.1 Status and dates

Click the status or date area.

Statuses:

Status	Meaning
Draft	Not sent yet.
Sent	The PDF was emailed, or someone set this status by hand.
Paid	Money was recorded (card payment or a manual status change).
Canceled	You no longer expect payment.
Archived	Hidden from normal work. You can still open it.

Click the status to change it. On an archived invoice you confirm Unarchive first, then pick the new status.

In Draft , sent date and paid date cannot be edited. After the invoice leaves draft, those dates can be edited while Edit is on.

The invoice number can be edited only when Editable ID is on in settings. If Growing ID Order is on, the new number must be higher than every other invoice number in the center.

9.2 Bill-to party

Click the billed party on the preview.

Refresh From Client — copies the latest client chart into this invoice when the billing entity was created from a client. Shown only in edit mode.
Refresh From User — same idea when the entity was created from a user.
Change Billing Entity — picks a different billing entity for this invoice.

You can also correct name, address, and the other fields on this invoice without changing the catalog entry under Billing Entities .

9.3 Lines

On a line you can change description, quantity, unit price, and the line’s taxes and discounts. Removing a line updates the totals.

9.4 Taxes and discounts on the whole invoice

These are separate from the taxes stored on a price list item. They apply to the invoice subtotal:

Taxes Before Discounts
discounts
Taxes After Discounts

Add them on the fly, or pull in a set you already stored on a price list item (for example a reusable discount).

9.5 Notes and terms

Edit the text that prints under the lines. New invoices start from Notes and Terms in settings.

10. Add items

With the invoice open, click Add on the preview (or the add-line control). The title is Add Items . The prompt is: Create new items from scratch or select a source.

Choice	What you get
From scratch	Type one line now. It is not saved to the price list.
From price list	Pick an existing price list item. Unit price, taxes, and discounts come from that item. You can create a new price list item in this step if you need one.
From Calendar Events	Lines from the client’s calendar, using price list items linked to those service codes.
From session notes	Lines from signed session notes. See below.

10.1 From session notes

Choose the client and a date range.
Notes default to Published and Approved , and Signed only is on.
Select the notes to bill.
Review one line per service code. Quantity is the note’s units for the client.
If a service code has no price list item, the line stays in the list. Click Set price to create the price list item without leaving the wizard.
Confirm. The lines are added to the open invoice.

This uses the price list, not Insurance payer rates.

10.2 From calendar events

Choose the client and a date range.
Limit the import to the price list items you want, when the dialog offers that filter.
Confirm the events that should become lines.

An event is useful here when its service code is linked to a price list item (§6.1).

11. PDF and email

The invoice menu (the menu on the open invoice) includes:

Item	What it does
To PDF	Builds or opens the current PDF.
Send by e-mail	Emails that PDF.
PDF history	Older PDF versions of this invoice.
Change Template	Shown only while Edit is on.
Clone	Makes a new draft from this invoice, then asks whether to open the copy. Hidden when the invoice is archived.
Archive	Archives the invoice. It does not delete it. Hidden when the invoice is already archived.
Change Log	Opens the activity history. See §13.

Send by e-mail

Choose Send by e-mail (from the current PDF, or from PDF history ).
Check To , Bcc , subject, and body. Subject and body start from Email settings. Bcc starts from the addresses saved there.
Send.

In the subject, %NAME% is replaced with the billed party’s name.

In the body:

%NAME% — billed party’s name.
%PAYMENT_URL% — the full pay-online address, when Stripe can take payment for this invoice.
%PAYMENT_LINK% — a short “Click to pay online” link.

%PAYMENT_URL% is not filled when the invoice is not Draft or Sent . The composer warns: %PAYMENT_URL% is not available for this invoice because it is not in draft or sent status.

After the email is sent:

A Draft or Canceled invoice becomes Sent .
If the sent date was empty, it is set to the time of the email.
An invoice that is already Sent stays Sent . A second email does not change the status. It does not replace a sent date that is already filled.
Paid and Archived stay as they are. Sending a receipt does not undo a payment.

The open invoice refreshes so the new status shows without leaving the screen.

12. Online payments

Families pay the full invoice total by card. There is no partial card payment in this screen. Cash and check stay a manual status change to Paid .

12.1 Connect Stripe

An administrator opens Settings → Online payments .

What you see	Meaning
Button disabled, zone message	Stripe is not enabled for this center’s country.
Stripe is not connected.	No Stripe account yet. Connect with Stripe is shown to administrators.
Stripe setup is not finished.	Stripe still needs steps in their form.
Stripe needs more information before card payments can start.	The account exists but cannot take cards yet.
Stripe is connected and can take card payments.	Links on draft and sent invoices can be paid.
A refresh button while activation is pending	Click Refresh after you finish Stripe’s form. Returning from Stripe also opens Online payments .

The charge is collected on the center’s own Stripe account. UnitusTI does not hold those funds.

12.2 What the payer sees

The PDF or email contains Click to pay online when the center can take cards, the invoice is Draft or Sent , and the total is high enough to cover the platform fee.

The payer does not sign in to UnitusTI. After payment, a public page says Payment received. You can close this page. If they leave checkout early, it says Payment was not completed. You can close this page.

When Stripe confirms the payment, the invoice becomes Paid and the paid date is set. The change log records Status Updated with source stripe .

A full refund moves a Paid invoice back to Sent and clears the paid date. A partial refund does not change the status.

13. Change log

On the open invoice, open Change Log . It is the history of that invoice: created, status, dates, number, bill-to party, lines, taxes, discounts, notes, terms, PDF created, and PDF emailed.

Newest entries are at the bottom. If the panel was already open, click refresh to load a status change that just happened (for example a card payment).

Online card payment is written as Status Updated , status paid , source stripe . Emailing a draft writes Status Updated to sent , and a sent-date line when that date was filled.

14. Templates

From the invoice list, More → Templates .

The table lists template names. Open one to review the layout used by the PDF and the on-screen preview. New invoices ask you to pick a template. On an existing invoice, Change Template (only while Edit is on) switches the layout.

15. Typical workflow

Confirm the Administrator or Invoice Manager role, and that Simple Invoicing is on for the center.
As an administrator, set Invoice Numbering , Due Days , and the Email subject and body.
If you will take cards, connect Stripe under Online payments and wait until card payments are active.
Add Price list items. Link service codes you will bill from the calendar or session notes.
Create a Billing Entity for the party you will bill (often From a Client or From a Client's contact ).
New Invoice — pick that entity and a template.
Add Items from the price list, session notes, calendar, or from scratch.
Check taxes, discounts, notes, and terms.
To PDF , then Send by e-mail . A draft becomes Sent .
When the payer pays by card, the invoice becomes Paid . For cash or check, set the status to Paid yourself.
Archive invoices you want out of daily work. You can unarchive by changing the status.

16. Troubleshooting

Problem	What to try
Simple Invoicing is not in the Center menu	Ask an administrator to enable the module for the center.
Tour says you need Administrator or Invoice Manager	Ask a user administrator to add one of those roles.
Settings will not save	Only an administrator can change settings. Invoice managers can view them.
Cannot create an invoice	You need at least one template and a billing entity. The wizard stops if you cancel either step.
New number is rejected	Growing ID Order is on. Use a number higher than every existing invoice number, or turn the rule off in Invoice Numbering .
Invoice number will not edit	Turn on Editable ID in settings, and turn Edit on for the invoice.
Sent date and paid date stay locked	Those fields stay read-only while the invoice is Draft .
Session note has no price	Set price in the session-notes step, or add a price list item linked to that service code first.
Calendar import finds nothing	The events need a service code that is linked to a price list item, inside the client and date range you picked.
Pay-online link missing in the email	The center must be able to take card payments, and the invoice must be Draft or Sent , with a total above the platform fee. Paid, canceled, and archived invoices do not get a link.
Connect with Stripe is disabled	The center’s country is not enabled for Stripe, or you are not an administrator.
Stripe says setup is not finished or restricted	Finish the Stripe form, then Refresh on Online payments .
Email sent but status stayed Paid	That is expected. Email does not move a paid invoice back to sent.
Card payment succeeded but the invoice is still Draft	Stripe notifies UnitusTI after checkout. Refresh the invoice. The change log should show Status Updated / paid / stripe.
Partial refund did not change the invoice	Only a full refund returns the invoice to Sent .
List looks oldest-first	The table is newest created date first. The Dashboard period chart is oldest period first.
Deleted a price list item and old invoices still show the line	Invoice lines keep the price that was copied when they were added.

17. Glossary

Term	Meaning in this module
Simple Invoicing	This module. Invoices to a billing entity, not insurance claims.
Invoice Manager	Role that can create and send invoices. Cannot edit settings or connect Stripe.
Billing Entity	The party printed on the invoice (person, company, or other). The catalog tab is Billing Entities .
Client	The person receiving services in UnitusTI. You may copy a client into a billing entity. They stay two records.
Price list	The catalog of reusable charges.
Price list item	One row: a unit price, optional taxes and discounts, and an optional service code.
Service code	The center’s procedure code. Linking it to a price list item lets calendar events and session notes become invoice lines.
Payer rate	A price in the Insurance module for one insurer and one service code. Not used on these invoices.
Unitary Value	Price for one unit on a price list item or an invoice line.
Draft	Invoice not emailed yet.
Sent	Invoice emailed, or marked sent by hand.
Paid	Payment recorded, either from Stripe or by changing the status.
Stripe	Card checkout for the center. The payer does not need a UnitusTI login.
Template	Layout of the preview and the PDF.
Change Log	History of edits, emails, and the Stripe paid event for one invoice.

This manual describes Simple Invoicing as it works in UnitusTI. Labels follow the English UI: Simple Invoicing, Invoices, Billing Entities, Price list, Price list item, Settings, Online payments, Send by e-mail.

UnitusTI Simple Invoicing — User Manual