General Invoicing
Q: What is the Invoicing Module used for?
A: The Invoicing Module allows departments to create, manage, and track invoices for inspections, permits, citations, and other department-related services.
Q: Where can I view invoices?
A: Navigate to Invoicing > Invoice List to view and manage invoices. Invoices may also be accessible through associated inspections, permits, or occupancy records.
Q: Can I create an invoice without an inspection or permit?
A: Yes. Invoices can be created independently for department services that are not associated with an inspection or permit.
Q: Can multiple charges be included on one invoice?
A: Yes. Multiple line items can be added to an invoice to include different fees or services.
Q: Can I edit an invoice after it has been created?
A: Invoice editing depends on the invoice's status, associated payments, and the user's assigned permissions.
Creating and Managing Invoices
Q: How do I create a new invoice?
A: Navigate to the Invoicing Module, select the option to create an invoice, enter the billing information, add the appropriate line items, and save the invoice.
Q: What are invoice line items?
A: Line items represent individual charges on an invoice, such as inspection fees, permit fees, citations, or other department services.
Q: Where are invoice fees configured?
A: Fees are configured through the Line Item/Price Table within the Invoicing Module.
Q: Can an invoice be associated with an occupancy?
A: Yes. Invoices can be associated with occupancy records to maintain billing information related to a property or business.
Q: Can invoices be emailed to customers?
A: Yes. Users with the appropriate permissions can email invoices through supported invoice distribution workflows.
Q: Can invoices be printed?
A: Yes. Invoice documents can be generated and printed for distribution to customers.
Payments and Refunds
Q: Can customers pay invoices online?
A: Yes. Departments using First Due e-Payments can provide customers with electronic payment options.
Q: What electronic payment methods are available?
A: First Due e-Payments supports credit card and ACH payment options, depending on the department's configuration.
Q: Can an invoice include a QR code for payment?
A: Yes. Departments using e-Payments can provide invoices containing a QR code that directs customers to the payment process.
Q: How do I know whether an invoice has been paid?
A: Open the invoice and review its current status and payment information.
Q: Can refunds be displayed on an invoice?
A: Yes. The Refund Table component within the Invoicing Form Builder allows departments to display refund information on invoice documents.
Q: What information is displayed in the Refund Table?
A: The Refund Table can display information such as the refund date, refund type, and refund amount.
Invoice Forms and Customization
Q: Can I customize the appearance of invoice documents?
A: Yes. The Invoicing Form Builder allows departments to create and customize invoice documents using available form components.
Q: Where can I create or edit an invoice form?
A: Navigate to Invoicing > Form Builder List and select the option to create a new form or edit an existing form.
Q: Can I add refund information to an invoice form?
A: Yes. The Refund Table component can be added to an invoice form to display refunds associated with the invoice.
Q: Can I customize mailing address labels on an invoice form?
A: Yes. The US Mail Component allows departments to customize mailing address labels to meet their specific requirements.
Inspections and Permits
Q: Can invoices be created directly from inspections?
A: Yes. When billing is configured, invoices can be created for inspection fees, citations, and operational permits during the inspection workflow.
Q: Can invoices be generated from permits?
A: Yes. Permit Types can be configured with associated fees and invoicing workflows.
Q: Can invoices be created for permits without a traditional street address?
A: Yes. Invoicing supports location-independent permits, including Standalone, Pre-Development, and Special Event permits.
Q: Can businesses be required to pay when requesting an inspection through the Business Portal?
A: Yes. Supported Inspection Types can be configured to require payment during the inspection request process when the applicable functionality is enabled.
Q: Can invoice information appear on an inspection report?
A: Yes. The Invoice Number Table component within the Inspection Form Builder allows departments to display associated invoice information on inspection reports.
Troubleshooting
Q: Why can't I access the Invoicing Module?
A: Your assigned role may not include the necessary invoicing permissions. Contact your department's First Due administrator to review your access.
Q: Why can't I create or edit an invoice?
A: Verify that you have the appropriate permissions. The invoice's current status or associated payments may also affect available actions.
Q: Why isn't a fee appearing when creating an invoice?
A: Review the Line Item/Price Table to verify that the applicable fee has been configured correctly.
Q: Why isn't an invoice being generated from an inspection or permit?
A: Review the associated Inspection Type or Permit Type configuration to verify that the appropriate billing settings and fees have been established.
Q: Why can't a customer pay an invoice online?
A: Verify that the department has e-Payments enabled and that the invoice is eligible for electronic payment.
Q: Why isn't refund information appearing on an invoice document?
A: Verify that refund information has been recorded and that the invoice form includes the Refund Table component.
Q: Why isn't invoice information appearing on an inspection report?
A: Verify that an invoice is associated with the inspection and that the inspection report form includes the Invoice Number Table component.
Q: Who should I contact if I cannot resolve an invoicing issue?
A: Contact your department's First Due administrator or First Due Support for additional assistance.