Purpose Statement

The Late Fee feature allows users to apply an additional charge to overdue invoices. Late fees can be added as either a percentage of the invoice (or a specific line item) or as a flat dollar amount, helping agencies recover outstanding balances and enforce payment policies.

Background Information

Late fees are added directly from an existing invoice. Before applying a fee, users can search for overdue invoices using the Invoice List filters. Once a late fee is added, it is reflected in the invoice's Fees section and included in the updated invoice total.

Users can:

• Search for overdue invoices based on the number of days overdue.
• Apply either a percentage-based or flat-fee late charge.
• Apply a percentage to the entire invoice or a specific line item.
• Edit, duplicate, or delete a fee before finalizing the invoice.
• Print or resend the updated invoice after saving.

Required Permissions

Users must have permission to:

• Access the Invoicing module.
• View and edit invoices.
• Add, edit, and delete invoice fees.
• Print or send invoices.

Note: Required permissions may vary based on your agency's security roles and permission configuration.

Video

Step-by-Step Guide

1. Open the Invoice List

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

2. Search for Overdue Invoices

1. Open the search filter.
2. Select the Overdue field.
3. Choose the appropriate comparison operator.
   • Equal To
   • Not Equal To
   • Greater Than
   • Less Than
   • Greater Than or Equal To
   • Less Than or Equal To
   • Range
4. For example, to find invoices that are 60 days or more overdue:
   • Select Greater Than or Equal To.
   • Enter 60.
   • Select Apply.
5. Review the list of matching overdue invoices.

3. Open the Invoice

1. Select the invoice you want to update.
2. Open it in edit mode.

4. Add a Percentage Late Fee

1. Select Add Fee.
2. Choose Late Fee.
3. Select Percentage Fee.
4. Choose how the percentage should be calculated:
   • Invoice Total
   • Specific Line Item
5. If selecting Specific Line Item, choose the appropriate line item.
6. Enter the desired percentage (for example, 5%).
7. Verify the automatically calculated fee.
8. Update the following fields as needed:
   • Fee Name
   • Service Date
   • Notes
9. Select Save.

5. Verify the Fee

1. Scroll to the Fees section.
2. Confirm the late fee appears with:
   • Fee type
   • Percentage used
   • Calculated amount
3. Verify the invoice total has been updated.
4. If needed, use the available options to:
   • Edit
   • Duplicate
   • Delete the fee

6. Add a Flat Late Fee

1. Select Add Fee.
2. Choose Late Fee.
3. Select Flat Fee.
4. Enter the flat fee amount (for example, $50.00).
5. Update the following fields if needed:
   • Fee Name
   • Service Date
   • Notes
6. Select Save.
7. Scroll to the Fees section to verify the fee and updated invoice total.

7. Finalize the Invoice

1. Print or send the updated invoice to the customer.
2. Select Save and Close.

Best Practices

• Review the invoice before applying a late fee.
• Confirm whether your agency uses flat fees or percentage-based fees.
• Use descriptive notes to document why the fee was added.
• Verify the calculated fee before saving.
• Print or resend the invoice after adding the fee so the customer receives the updated balance.
• Remove any incorrectly added fees before finalizing the invoice.

Troubleshooting & FAQs

Why isn't my invoice appearing in the overdue search?

Verify that you selected the correct comparison operator and entered the appropriate overdue value. Also confirm the invoice meets the search criteria.

Why did my percentage fee calculate differently than expected?

Check whether the fee is being calculated against the Invoice Total or a Specific Line Item, as this affects the calculation.

Can I change a late fee after saving it?

Yes. Until the invoice is finalized, you can edit, duplicate, or delete the fee from the Fees section.

Can I backdate the service date?

Yes. The service date can be backdated or set to a future date when adding the fee.

Do I need to resend the invoice after adding a late fee?

Yes. After saving your changes, print or send the updated invoice so the customer receives the revised balance.