Purpose Statement
The Create Fee Schedule Line Item feature allows administrators to add billable line items to the Fee Schedule within the Invoicing module. Line items define the fees that can be applied to invoices and inspections, providing a standardized and consistent billing process.
This article demonstrates how to create a Simple Flat Fee line item. For information about automated, formula-based, or portal permit fees, refer to the related Knowledge Base articles.
Background Information
Fee Schedule line items are used to define the charges available for billing. Each line item includes information such as its billable category, type, description, unit, fee amount, billing code, and general ledger code.
While creating a line item, users can also create, edit, or delete Billable Categories, Types, and General Ledger Codes directly from the setup screen if needed.
Required Permissions
Users must have access to:
- Invoicing Module
- Fee Schedule
Additional permissions may be required depending on your agency's security configuration.
Video
Step-by-Step Guide
- Navigate to Invoicing > Fee Schedule.
Select Create Line Item.
- Select a Billable Category.
- Choose an existing category from the dropdown.
- To create a new category, select the + icon, enter the category information, and save it.
Existing categories can also be edited or deleted using the available action buttons.
- Select a Type.
- Choose an existing type.
- To create a new type, select Create, enter the type name, and save it.
Types can also be edited or deleted after they have been created.
Enter a Line Item name.
Example: Fire Extinguisher Fee
Enter Line Item Details describing when or why the fee should be used.
Example: Fire extinguisher simple flat fee for 2026.
Select the appropriate Unit (Each or Hourly)
Example: Each
(Optional) Configure Automate settings if applicable but this is a fee without automation.
For information on automated fees, see the Knowledge Base article covering automated fee configuration.
Select the Fee Type.
Available options include:
- Flat
- Formula
- Portal Permit Formula
This example uses Flat.
Enter the Fee Amount.
Example:
$75.00Enter a Billing Code.
- Select a General Ledger Code.
- Choose an existing code.
- To create a new General Ledger Code, select Add.
Existing General Ledger Codes can also be edited or deleted.
Select Save.
- To verify the new line item, open the Code List and locate the newly created fee.
- If necessary, use the Active toggle to activate or deactivate the line item.
Best Practices
- Use descriptive names that clearly identify the fee.
- Include detailed descriptions to help users understand when the fee should be applied.
- Organize fees using consistent Billable Categories and Types.
- Verify the correct Unit and Fee Type before saving.
- Use meaningful Billing Codes and General Ledger Codes that align with your agency's accounting practices.
- Deactivate obsolete fees instead of deleting them when historical records may reference them.
Troubleshooting & FAQs
Why can't I save the line item?
Verify that all required fields, including the Billable Category, Type, Fee Type, and Fee Amount, have been completed.
Can I create a new Billable Category while creating a line item?
Yes. Select the + icon next to the Billable Category field to create a new category without leaving the page.
Can I edit or delete a Billable Category or Type?
Yes. After selecting a category or type, use the available edit or delete controls to make changes.
What Fee Types are available?
The available Fee Types are Simple Flat, Formula, and Portal Permit Formula.
Where can I learn more about Formula or Portal Permit Formula fees?
Refer to the corresponding Knowledge Base articles for detailed instructions on configuring those fee types.
Can I deactivate a line item after it has been created?
Yes. Locate the line item in the Code List and use the Active toggle to activate or deactivate it.