Before you start
Make a copy of the Thera Invoice Upload Helper Google Sheet as your template. It has the correct column headers pre-configured and includes a sample row to guide you.
The sheet has the following columns:
Column | Required | Notes |
Worker Email | Optional | Email of the contractor |
User ID | Optional | Thera User ID of the contractor |
Contract ID | Optional | Thera Contract ID |
Date | Required | Format: YYYY-MM-DD |
Invoice Currency | Required | e.g. USD |
Invoice Amount | Auto | Calculated as Base Pay + Bonus |
Work Unit Total | Optional | e.g. number of hours |
Base Pay | Optional | Used for invoice breakdown |
Bonus | Optional | Used for invoice breakdown |
Invoice Description | Optional | e.g. "Bonus" |
Invoice Type | Optional | e.g. ONCYCLE |
Note
Ensure the invoice currency is the same as the contract currency
If a contractor has multiple contracts, ensure the Contract ID column is specified
Ensure all emails/contractors in the CSV have an active contract
This does not apply to creating fixed-rate invoices since they are created automatically.
Step 1: Prepare your file
Fill in your data in the Invoice Upload Helper sheet, then export or download it as a CSV. Each row represents one invoice.
Step 2: Open Invoice History
In Thera, go to Payroll → Contractors.
Click on Bulk Options from the Top-Right Corner, select Upload Invoice CSV
Step 3: Upload your file
In the Upload a File modal, drag and drop your CSV or Excel file, or click to browse and select it.
The modal will confirm the required columns your file must include: Date and Currency.
Step 4: Select the header row
Thera will display a preview of your file and ask you to confirm which row contains the column headers.
Select Row 1 (the default) if your file uses the Invoice Upload Helper template.
Click Next
Step 5: Map your columns
Thera will automatically match your uploaded columns to its template fields. Review each mapping and adjust if needed using the dropdowns.
Key mappings to check:
Date → Date
Invoice Currency → Currency
Invoice Amount → Amount
Work Unit Total → Work Unit Total
Base Pay → Base Pay (Invoice Breakdown)
Bonus → Bonus (Invoice Breakdown)
Invoice Description → Description
Invoice Type → Type
Step 6: Preview and confirm
Thera will show a summary of the invoices about to be created, including the contractor name, total amount, and date.
Review the preview, then click Open Invoices to create them.
You'll see an "Invoices created successfully" confirmation message.
Step 7: Review and approve
The newly created invoices will appear in Invoice History with a Pending Review status. Click on any invoice to see the breakdown and approve or deny individual line items, or click Approve All to approve everything at once.
Once approved, contractors will receive a PDF invoice showing each line item.
What the invoice PDF looks like
The generated invoice PDF includes:
Invoice number and issue date
Contractor details (Bill From)
Your company details (Bill To)
Total amount
FAQs
Can I include multiple contractors in one upload? Yes. Add one row per invoice; you can include as many contractors as needed in a single file.
What if I don't have a Bonus to include? Leave the Bonus column blank or set it to 0. The Invoice Amount will reflect Base Pay only.
What file formats are supported? CSV (.csv)
What happens if a column doesn't map correctly? You can manually select the correct mapping from the dropdown on the Map Columns screen. If a column in your file doesn't correspond to any Thera field, leave it unmapped.