Purpose Statement

Enable inspectors to create and manage invoices directly within an inspection record, ensuring accurate billing, reducing administrative overhead, and maintaining a clear link between inspection activities and associated fees.

Background Information

The integrated invoicing feature allows users to generate invoices while completing inspections, eliminating the need to navigate to a separate billing workflow. When an invoice is created from within an inspection, it is automatically linked to that record, preserving a complete audit trail.

This feature is commonly used by fire prevention bureaus and inspection teams that charge for services such as fire life safety inspections, re-inspections, or other billable activities. It also improves efficiency by pre-populating key information (such as address and occupancy details) from the inspection.

Required Permissions

Users will typically need the following permissions:

• Access to the Inspections module
• Permission to create and manage invoices
• Access to Inspection Types configuration (for enabling billing)
• Permission to print/send invoices

Video

Step-by-Step Guide

Enable Billing for Inspection Types (Admin Setup)

1. Navigate to Inspections.
2. Select Inspection Types.
3. Open the desired inspection type.
4. Go to the Billing section.
5. Set billing to Yes to allow invoice creation within inspections.
6. Click Save.

Create an Invoice from an Inspection

7. Navigate to Inspections and open the desired inspection record.
8. Go to the Invoices section.

9. Click Add New to create an invoice.

   

10. Review the auto-populated details (e.g., address).
11. (Optional) Change the Invoice Form if needed.
12. Adjust the Due Date if necessary.

Add Line Items

13. Click Add Line Item or Add Multiple Line Items.
14. Search for and select the appropriate fee(s).
15. Modify line item details (price, quantity, duplicate, or delete).
16. (Optional) Apply discounts or add public notes.

Save and Finalize

17. Click Save.
18. Click Close to return to the inspection record.
19. Confirm the invoice appears in the Invoices section with status.

Manage Linked Invoices

20. Use available actions to edit, delete, view details, unlink the invoice, or change the form.

Best Practices

• Enable billing settings before inspectors begin field work
• Use standardized fee schedules and line items for consistency
• Train users on when to use Add Line Item vs. Add Multiple Line Items
• Review invoices regularly to ensure accuracy and compliance
• Include clear notes to justify charges when needed
• Leverage pre-populated data to reduce manual entry errors
• Establish agency procedures for invoice delivery and payment tracking

Troubleshooting & FAQs

Q: Why don’t I see the invoice option in an inspection?
A: Billing must be enabled in the Inspection Type settings.

Q: Can I edit an invoice after saving it?
A: Yes, use the Edit option within the inspection’s invoice section.

Q: Can I unlink an invoice from an inspection?
A: Yes, invoices can be unlinked from the inspection record if needed.

Q: Can I add multiple fees at once?
A: Yes, use Add Multiple Line Items to quickly add several charges.

Q: Does the system auto-fill any invoice data?
A: Yes, key details like the inspection address are automatically populated.