Purpose Statement

The Bulk Permit Renewal with Auto-Invoice Generation feature enables administrators to renew multiple permits simultaneously while automatically creating and emailing invoices to permit contacts.

This streamlined workflow reduces manual processing time, ensures timely renewals, improves billing accuracy, and accelerates payment collection for permits requiring periodic reauthorization.

During bulk renewal, First Due also automatically updates applicable invoice line item pricing based on current active fee schedules, helping ensure renewal invoices reflect the department's current fees.

Background Information

Fire and EMS agencies often manage hundreds or thousands of renewable permits (e.g., fire alarm permits, hazardous material permits, operational permits). Processing renewals individually can create administrative bottlenecks and increase the risk of billing delays.

The Bulk Renewal feature allows batch processing of eligible permits that are configured with renewable workflows. Built-in validation checks ensure only qualifying permits are processed and provide detailed reporting for records that require correction.

When Auto-Invoice Generation is selected:

• Individual invoices are created per permit based on configured fee schedules.
• Invoices can be emailed immediately to the permit contact.
• Billing records are automatically tied to the permit renewal submission.
• Applicable invoice line item pricing is updated using current active fee schedules.
• Formula-based fees are recalculated using current custom field values.
• Late fees from previous invoices are excluded from the renewal invoices.

This feature supports operational efficiency, compliance tracking, accurate financial reporting, and consistent application of current department fees.

Required Permissions

To perform Bulk Permit Renewals with Auto-Invoice Generation, users must have:

• Permits Module Access – View and manage permit records.
• Permit Renewal Permission – Submit permits for renewal processing.
• Bulk Actions Permission – Execute batch operations.
• Invoice Generation Permission – Create and manage invoices.
• Email Invoice Permission – Send invoices to permit contacts.
• Account must have the automatic status configured.

Note: Permission names may vary by agency configuration. Ensure the assigned user role includes billing and permit workflow access.

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Step-by-Step Guide

1. Navigate to the Permits Module

1. Click Permits from the main navigation menu.
2. Select Permits from the dropdown.

2. Select Eligible Permits

1. Check the boxes next to the permits you wish to renew.
2. Use the available filters to locate and organize permits for renewal.

Important: Only permits configured with a Renewable Workflow are eligible for bulk renewal.

3. Confirm Permit Eligibility

Verify that the selected permits:

• Are assigned to a Renewable Workflow.
• Are in one of the following statuses:
  • Active
  • Expired
  • Approved
  • Renewal Rejected

Note: Only permits in these statuses can be submitted for renewal.

4. Initiate Bulk Renewal

1. Click Bulk Actions.
2. Select Submit for Renewal.

5. Configure Invoice Options

The Submit Permits for Renewal window will populate.

Select the appropriate renewal option:

• Submit Renewal: Submits the selected permits for renewal without generating invoices.
• Submit & Create Invoice: Submits the permits for renewal and automatically generates individual invoices.
• Submit, Create & Email Invoice: Submits the permits for renewal, generates individual invoices, and emails them to the permit contacts.

Invoice Line Item Pricing During Bulk Renewal

When selecting Submit & Create Invoice or Submit, Create & Email Invoice, First Due automatically reviews invoice line items from the previous permit invoice and updates applicable pricing based on the current active fee schedules.

This ensures that renewal invoices reflect updated department fees rather than automatically carrying forward outdated pricing.

How Invoice Line Item Pricing Is Handled:

• Active Fee Schedules: Line items associated with an active fee schedule are automatically updated to reflect the current fee schedule pricing.
• Formula-Based Fees: Line items using formula-based pricing are recalculated using current occupancy or permit custom field values.
• Inactive or Deleted Fee Schedules: Line items associated with inactive or deleted fee schedules retain their previous invoice pricing and are identified in the validation report.
• Manual Line Items: Line items not associated with a fee schedule retain their original pricing from the previous invoice.
• Manually Adjusted Pricing: If a line item was previously adjusted manually but is associated with an active fee schedule, the current fee schedule pricing replaces the manually adjusted amount.
• Late Fees: Line items categorized as Late Fee are not carried forward to the renewal invoice.

Important: Any manually adjusted invoice pricing associated with an active fee schedule will be replaced by the current fee schedule amount during bulk renewal. No additional warning is displayed when this occurs.

Note: This pricing update applies specifically to invoices generated through the Bulk Permit Renewal process. No additional configuration or user action is required to apply the updated pricing.

6. Submit the Renewal

1. Click Submit to continue processing the selected permits.
2. Review the results of the bulk renewal submission.
3. Select Download Excel to download a list of permits that are not eligible for renewal and require correction.
4. Under Actions, click to view the associated form if needed.

7. Verify Status Updates

Upon successful processing:

• Permits will display Active – Renewal Submitted.
• If previously Renewal Rejected, the status will update to Active – Resubmitted.

Review the updated permit records to confirm that the renewal submissions were processed successfully.

If invoices were generated, review the applicable invoice records to verify the updated pricing.

8. Address Validation Notices (If Applicable)

If any permits cannot be processed, a notification will appear.

Common reasons include:

• Missing previous invoices.
• Incorrect permit status.
• Incomplete required data.
• Invoice line items associated with inactive or deleted fee schedules.

To review the validation results:

1. Click Download Excel to export the validation report.
2. Review the spreadsheet for detailed exclusion reasons and corrective actions.
3. Correct any identified issues before attempting to process the affected permits again.

Note: Invoice line items associated with inactive or deleted fee schedules may retain their previous pricing and be flagged in the validation report. Certain deleted or invalid legacy line item references may prevent invoice generation until the underlying issue is corrected.

Best Practices

• Pre-Processing Review: Always verify permit eligibility before initiating bulk renewals to minimize processing errors.
• Fee Schedule Review: Verify that active fee schedules contain the correct pricing before initiating bulk renewals. Renewal invoices will use the current fee schedule amounts.
• Formula-Based Pricing: Confirm that occupancy and permit custom field values are accurate before generating renewal invoices, as these values may affect calculated fees.
• Invoice Pricing Verification: Review renewal invoices when previous pricing was manually adjusted or when fee schedules have recently changed. Manually adjusted prices linked to active fee schedules will be replaced by current rates.
• Batch Size Management: Process permits in manageable batches (50–100 permits) for optimal performance.
• Email Verification: Ensure permit contact email addresses are current before enabling auto-email functionality.
• Status Monitoring: Regularly check permit statuses after bulk processing to identify any issues requiring attention.
• Documentation: Maintain records of bulk renewal activities for audit and compliance purposes.
• Timing Considerations: Schedule bulk renewals during low-activity periods to avoid system performance impacts.

Troubleshooting & FAQs

Q: Can I bulk renew permits with different fee amounts?

A: Yes. The system generates individual invoices with appropriate fees for each permit based on the configured fee schedules and applicable line items.

Q: Will bulk permit renewals use the previous invoice pricing or the current fee schedule pricing?

A: When a renewal invoice is generated, line items associated with active fee schedules automatically update to the current fee schedule pricing. Line items not associated with an active fee schedule retain their previous pricing.

Q: What happens if a fee schedule has been updated since the previous permit invoice was created?

A: First Due automatically applies the current active fee schedule pricing to the applicable line items when generating the renewal invoice.

Q: Will formula-based fees be recalculated during bulk permit renewal?

A: Yes. Formula-based line items are recalculated using the current occupancy or permit custom field values to determine the updated invoice amount.

Q: What happens if an invoice line item was manually adjusted before renewal?

A: If the line item is associated with an active fee schedule, the manually adjusted price will be replaced with the current fee schedule pricing. No additional warning is displayed.

Q: Will late fees from the previous invoice be included on the renewal invoice?

A: No. Line items categorized as Late Fee are excluded when generating a new invoice through bulk permit renewal.

Q: What happens if a fee schedule is inactive or has been deleted?

A: The system is designed to retain the previous invoice pricing for that line item and identify the inactive or deleted fee schedule in the validation report. Certain legacy invoice references may also prevent invoice generation and require correction.

Q: What happens if a permit contact email bounces?

A: Failed email deliveries are logged in the system. You can manually resend invoices or contact permit holders through alternative methods.

Q: Can I undo a bulk renewal submission?

A: Once submitted, bulk renewals cannot be automatically undone. However, individual permits can be managed through their respective permit records if corrections are needed.

Q: How long does bulk renewal processing take?

A: Processing time varies based on the number of permits selected. Small batches (under 50 permits) typically process within minutes, while larger batches may take longer. The system will provide status updates during processing.

Q: Why are some permits excluded from bulk renewal?

A: Permits may be excluded if they do not have a renewable workflow configuration, are in ineligible statuses, or have missing required data. The validation report will detail specific exclusion reasons.

Q: What should I do if invoices fail to generate?

A: Check that Invoice Generation permissions are properly configured and that permit fee schedules are set up correctly. Review the validation report for any inactive, deleted, or invalid invoice line item references. Contact your system administrator if issues persist.