Purpose Statement

The Automatic Invoicing feature streamlines permit fee collection by automatically generating invoice line items based on responses to supported Permit Custom Data Fields when an inspection is completed.

By combining permit custom questions with automated fee schedule criteria, agencies can reduce manual invoice creation, improve billing accuracy, and ensure permit fees are applied consistently during the inspection workflow.

Background Information

Automatic invoicing connects Permit Custom Data Fields with Fee Schedule automation to create invoice line items when predefined criteria are met during inspection completion.

This feature supports two custom field types:

• Numeric custom data fields (for quantity-based fees)
• Single Select custom data fields (for range- or category-based fees)

Common use cases include:

• Hazardous material storage fees
• Occupancy-based permit fees
• Equipment quantity fees
• Variable permit pricing based on selected ranges

For Numeric fields, criteria can evaluate values using operators such as Less Than or Equal To.

For Single Select fields, criteria match the selected answer option exactly.

Prerequisites

• Automatic invoicing must be configured through Fee Schedules.
• Permit Types must contain supported Custom Data Fields.
• Users must be able to complete inspections.
• The Inspection System Option When adding a new permit, take the user to the edit permit screen must be enabled.

Required Permissions

Users configuring this feature typically require:

• Inspection Setup access
• Permit Type management
• Custom Data Field management
• Fee Schedule management
• Inspection completion permissions
• Invoice viewing permissions

Administrators generally configure Permit Types and Fee Schedules, while inspectors complete inspections that trigger invoice generation.

Video

Step-by-Step Guide

Part 1: Enable the Required Inspection System Option

1. Navigate to Inspections > Inspection Setup.
2. Select System Options.
3. Enable When adding a new permit, take the user to the edit permit screen.
4. Save your changes if necessary.

Note: This option ensures users are automatically taken to the Permit record so Custom Data Fields can be completed before finishing the inspection.

Part 2: Configure Permit Custom Data Fields

1. Open or create the appropriate Permit Type.
2. Navigate to Custom Data Fields.

3. Create a Numeric custom question if the fee is based on a quantity.

   Example:

   • How many pounds of aerosol are stored?

     

4. Create a Single Select custom question if the fee is based on predefined ranges.

   Example Answers:

   • 0–150 pounds
   • 151–300 pounds
   • 301–1,000 pounds
5. Configure any additional field options, such as:
   • Required
   • Portal availability
6. Save the Permit Type.

Part 3: Configure Fee Schedule Automation

Example 1 – Numeric Custom Data Field

1. Create or edit a Fee Schedule Line Item.
2. Complete the following information:
   • Billable Category
   • Type
   • Line Item Name
   • Optional Description
   • Unit = Each
3. Enable Automate.
4. Select Complete an Inspection as the automation trigger.
5. Select Flat as the Fee Type.
6. Enter the fee amount.

7. (Optional) Enter a Billing Code and General Ledger Code.

   

8. Open the Criteria tab.
9. Create the first criterion:
   • Permit Types
   • Operator: In
   • Select the appropriate Permit Type.
10. Add a second criterion using AND.
11. Select the Numeric Custom Data Field.
12. Configure the operator.

Example:

• Less Than or Equal To 150

13. Save the Fee Schedule Line Item.

Example 2 – Single Select Custom Data Field

1. Create or edit another Fee Schedule Line Item.
2. Complete the standard line item information.
3. Enable Automate.
4. Select Complete an Inspection.
5. Configure the Fee Type and Fee Amount.
6. Open Criteria.
7. Add the Permit Type criterion.
8. Add a second criterion using AND.
9. Select the appropriate Single Select Custom Data Field.
10. Set the operator to Equal To.
11. Select the desired answer option.

Example:

• 0–150 pounds

12. Save the Fee Schedule Line Item.

Important: A separate Fee Schedule Line Item must be created for each Single Select answer that should generate a different fee.

Example:

• 0–150 = $100
• 151–300 = $200
• 301–1,000 = $400

Each answer requires its own automated fee schedule.

Part 4: Demonstrate Automatic Invoice Generation

1. Open an inspection.
2. Complete the inspection checklist as needed.
3. Navigate to Permits from within the inspection.
4. Select New Permit.
5. Choose the appropriate Permit Type.
6. Enter any notes.
7. Select Save.

1. After the Permit opens, navigate to Custom Data Fields.

2. Complete the supported custom questions.

   Example:

   • Numeric value: 100
   • Single Select: 0–150 pounds
3. Save the Permit.
4. Approve the Permit.
5. Enter comments if necessary.
6. Save and then exit the permit by clicking on the X in the right corner.

1. This will return you to the Inspection.
2. Complete the required signatures.
3. Complete the inspection.
4. Open Invoicing.
5. Open the generated invoice.
6. Verify that the automated fee schedule line items were created based on the Permit Custom Data Field responses.

Best Practices

• Use descriptive names for Custom Data Fields and Fee Schedule Line Items.
• Keep Numeric and Single Select fee logic separate for easier maintenance.
• Test every automation rule before deploying to production.
• Ensure Fee Schedule criteria are mutually exclusive to avoid unintended duplicate charges.
• Create a separate Fee Schedule Line Item for every Single Select answer that has a different fee.
• Document your fee structure so administrators can easily maintain it over time.
• Periodically review fee amounts to ensure they remain current.

Troubleshooting & FAQs

Why wasn't an invoice generated after I completed the inspection?

Verify that:

• The required Inspection System Option is enabled.
• The Permit contains the required Custom Data Field responses.
• The Fee Schedule is automated using Complete an Inspection.
• The Fee Schedule criteria exactly match the Permit Type and Custom Data Field values.

Why is the wrong fee appearing on the invoice?

Review the Fee Schedule criteria to confirm the correct Permit Type, Custom Data Field, comparison operator, and values are configured.

Why didn't my Single Select question generate a fee?

Each answer option requires its own Fee Schedule Line Item. If a selected answer does not have a matching automated fee schedule, no invoice line item will be created.

Can multiple automated fees be generated from the same permit?

Yes. If multiple Fee Schedule criteria are met, multiple invoice line items can be generated on the same invoice.

Can automatically generated invoices be edited?

Yes. Generated invoices can be modified manually if necessary, although updating the Fee Schedule configuration is recommended when recurring changes are needed.