Purpose Statement

This article explains how to create and link an invoice during the permit creation process in First Due. This workflow streamlines billing by allowing users to generate invoices directly within a permit, reducing duplicate data entry and ensuring accurate record linkage.

Background Information

In First Due, permits and invoices are closely related within the Fire Prevention module. Creating an invoice during permit creation ensures immediate billing capability, automatic linkage between the permit and invoice, and improved tracking of payments and associated inspections. This process is commonly used for inspections, operational permits, and other prevention-related activities.

Required Permissions

• Access to the Permits module
• Permissions to create/edit permits
• Permissions to create/manage invoices within the invoicing module

Video

Step-by-Step Guide
 

1. Navigate to the Permits Module

1. Go to the Permits module
2. Select Permits from the menu
3. Click New Permit

2. Enter Permit Details

1. Enter the address for the permit
2. Select the appropriate occupancy
3. (Optional) Backdate the application received date if needed
4. Choose the permit type
5. Add any relevant notes

3. Access the Invoice Section

1. Navigate to the Invoices section within the permit
2. Click Add

4. Create the Invoice

1. You will be redirected to the Invoicing module
2. Select the line item for the fee
3. (Optional) Enter payment details if payment is being collected immediately
4. Click Save

5. Confirm Invoice Linkage

1. After saving, the invoice is automatically linked to the permit
2. Click Close to return to the permit

6. Manage Linked Invoice

1. Use the Link section to:
   • View linked invoices
   • Confirm association with the permit
2. Additional actions available:
   • Edit the invoice
   • Unlink the invoice if needed
   • View line items
   • Delete the invoice

Best Practices

• Create the invoice during permit entry to avoid missed billing
• Double-check fee type selection to ensure accurate charges
• Collect payment at time of entry when possible to reduce follow-up if needed
• Regularly review linked invoices to ensure proper associations

Troubleshooting & FAQs

Q: Why don’t I see the option to add an invoice?

• Ensure you have the correct permissions for invoicing and billing enabled within that Permit Type

Q: My invoice is not linked to the permit—what happened?

• Confirm the invoice was created from within the permit workflow
• Use the Link section to manually verify or relink

Q: Can I edit an invoice after creating it?

• Yes, invoices can be edited directly from the permit view

Q: Can I remove an invoice from a permit?

• Yes, use the unlink option instead of deleting when possible