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Knowledge Center

Creating an Invoice

Purpose Statement

The Create Invoice feature allows users to generate, manage, and send invoices for permits, inspections, services, and other billable items. Users can create invoices using predefined fees, apply discounts or late fees, record payments, issue refunds, and email or print invoices directly from the Invoicing module.

Background Information

The Invoicing module centralizes invoice creation and payment tracking within First Due. Invoices can be associated with permits or inspections, populated with predefined fee schedules, and customized with billing information, payment terms, and public notes.

Depending on your department's configuration, several invoice settings—including reference IDs, payment terms, invoice forms, email recipients, and payment processing—may be automatically configured in Setup.

Required Permissions

Users must have permissions to access the Invoicing module and create or edit invoices.

Depending on your organization's security configuration, additional permissions may be required to:

  • Apply discounts
  • Record payments
  • Process refunds
  • Reopen invoices
  • Send invoices
  • Send invoices to collections

Note: Verify the specific permission names in your department's First Due Permissions documentation.

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Step-by-Step Guide


1. Navigate to Invoice List

  1. Select the Module Stack.
  2. Navigate to Invoicing.
  3. Select Invoice List.
  4. Click Create Invoice.


2. Complete Basic Invoice Information

  1. Review the invoice status.
  2. If enabled by your department, review the automatically generated Reference ID.
  3. Verify or change the Department Contact.


3. Configure Billing Details

Choose the appropriate billing option:

  • Billing address same as service address
  • Billing address different than service address
  • Bill vendor for this service address
  • No service address vendor

Depending on the selected option:

  • Search for an existing occupancy or vendor.
  • Select the appropriate location.
  • Verify or edit billing information.
  • Edit the invoice contact if necessary.
  • Create a new invoice contact using the + button if needed.


4. Select an Invoice Form

  1. Choose the desired Invoice Form.
  2. The available forms are configured in Form Builder.


5. Link the Invoice (Optional)

You may associate the invoice with:

  • A Permit
  • An Inspection

Select the appropriate record and choose Link.


6. Add Attachments (Optional)

If supporting documentation is needed:

  1. Drag and drop a file or image into the attachment area.
  2. Or double-click the attachment area to browse for a file.


7. Set the Due Date

  1. Review the default due date.
  2. Select a different date from the calendar if necessary.

Payment terms are configured by your department and determine the default due date.


8. Add Line Items

There are two methods for adding billable items.

Method 1: Search Existing Fees

  1. Filter by category if desired.
  2. Filter by fee type if desired.
  3. Search for one or more fees.
  4. Select the desired fees.
  5. Click Apply.

Method 2: Add a Single Line Item

  1. Select Add Line Item.
  2. Begin typing the fee name.
  3. Select the appropriate fee.
  4. Save the line item.


9. Edit Line Items

For each line item you can:

  • Edit quantity
  • Change unit type
  • Modify price
  • Update the service date
  • Add notes
  • Duplicate the line item
  • Delete the line item

Hover over the information icon to review fee details when available.


10. Add Public Notes (Optional)

Enter any information that should appear on the invoice.

Public notes support basic text formatting including:

  • Bold
  • Italics
  • Underline
  • Headings

Note: Public notes may be visible to the invoice recipient depending on the selected invoice form.


11. Add Additional Fees (Optional)

Select Add Fee to create:

  • Percentage-based fees
  • Flat fees
  • Fees applied to the entire invoice
  • Fees applied to selected line items

You may also include service dates and explanatory notes.


12. Add a Late Fee (Optional)

Select Late Fee and choose either:

  • Flat amount
  • Percentage

Late fees may be applied to:

  • The entire invoice
  • Selected line items

Provide any required notes before saving.


13. Apply a Discount (Optional)

  1. Select Discount.
  2. Enter the approval information.
  3. Choose either:
    • Fixed amount
    • Percentage
  4. Enter the reason.
  5. Click Apply.


14. Record a Payment

  1. Select Apply Payment.
  2. Choose either:
    • Full payment
    • Partial payment
  3. Select the payment method.
  4. Complete any required fields such as check number.
  5. Enter the required payment note.
  6. Click Apply.


15. Process a Refund (Optional)

  1. Select Refund.
  2. Choose full or partial refund.
  3. Enter the approving user.
  4. Provide the required reason.
  5. Apply the refund.


16. Print or Send the Invoice

  1. Select Print.
  2. Review recipients.
  3. Add additional email recipients if needed.
  4. Optionally CC yourself.
  5. Email or print the invoice.
  6. Save a copy if desired.

Best Practices

  • Verify billing information before sending an invoice.
  • Review invoice contacts for complete phone numbers and email addresses.
  • Use predefined fee schedules whenever possible to maintain consistency.
  • Review public notes carefully since recipients may see them.
  • Confirm discounts are properly approved before applying them.
  • Verify payment details before recording payments.
  • Use invoice links to connect invoices with related permits or inspections when applicable.
  • Review invoice totals after adding fees, discounts, or late fees.

Troubleshooting & FAQs

Why can't I enter a Reference ID?

Your department may have automatic reference number generation enabled in Setup.

Why is my due date already populated?

The due date is automatically calculated using your department's configured payment terms.

Why can't I find a vendor?

Search by either the vendor name or address. If the vendor does not exist, create a new vendor from the vendor list.

Can I edit invoice contact information?

Yes. Existing contact information can be edited, or a new invoice contact can be created if necessary.

Can I attach files to an invoice?

Yes. Images and files can be attached by dragging and dropping them into the attachment area or by browsing for the file.

Can I apply discounts after creating an invoice?

Yes. Discounts can be applied to existing invoices if you have the appropriate permissions.

Can I reopen a paid invoice?

Users with the appropriate permissions can reopen invoices after they have been completed.