Purpose Statement

Learn how to add late fees to one or more overdue invoices using the Bulk Actions feature in the Invoicing module. This feature allows users to efficiently apply either a percentage-based or flat-rate late fee to multiple invoices at once, reducing manual work and ensuring consistent billing practices.

Background Information

The Late Fee bulk action is designed to streamline the process of applying fees to overdue invoices. Users can filter invoices based on overdue criteria, select one or many invoices, and apply a late fee using either a percentage of the invoice balance or a fixed dollar amount.

This feature is especially useful for agencies that routinely assess late payment penalties and need to update multiple invoices simultaneously.

Prerequisites:

• Access to the Invoicing module.
• Existing overdue invoices.
• Appropriate permissions to view and edit invoices.

Required Permissions

Users should have permissions that allow them to:

• View the Invoicing module.
• Access the Invoice List.
• Edit invoices.
• Perform Bulk Actions on invoices.

Note: Permission names may vary by agency configuration. Assign users the appropriate Invoicing permissions required to edit invoices and perform bulk actions.

Video

Step-by-Step Guide

1. Navigate to Invoicing > Invoice List.
2. Select the Search option.
3. Expand the advanced search filters.
4. Configure the search criteria:
   • Select Overdue.
   • Choose search options 
   • Select Apply.
5. If necessary, increase the page size (such as 100) to display all matching invoices.
6. Select one or more invoices that should receive a late fee.

7. Select Bulk Actions > Late Fee.

   
   
    

8. Choose the desired late fee type:
   • Percentage Fee – Calculates the fee based on a percentage of the invoice total.

   • Flat Fee – Applies the same dollar amount to each selected invoice.

     
     
      

9. Enter the fee value.
   • Example: 5% for a percentage fee.
   • Example: $15.00 for a flat fee.
10. (Optional) Enter notes describing the late fee.
11. Select Apply.
12. Open an updated invoice to verify:
    • The late fee appears as a new Line Item.
    • Any notes entered are displayed with the late fee.
13. If needed, use the available actions on the line item to Edit, Duplicate, or Delete the late fee.

Best Practices

• Apply search filters before performing bulk actions to ensure only the intended invoices are selected.
• Review the selected invoices before applying late fees.
• Use descriptive notes to document why the late fee was added.
• Verify the calculated late fee on at least one invoice after the bulk action completes.
• Use percentage fees when agency policy requires fees based on the invoice balance.
• Use flat fees when a standard dollar amount is required for all selected invoices.

Troubleshooting & FAQs

Why don't I see the Late Fee option under Bulk Actions?

Verify that you have selected at least one invoice and that your user account has permission to edit invoices and perform bulk actions.

Why wasn't a late fee added to an invoice?

Confirm that the invoice was selected before applying the bulk action and that the late fee process completed successfully.

Can I apply a late fee to multiple invoices at once?

Yes. Select as many invoices as needed before choosing Bulk Actions > Late Fee.

Can I change or remove a late fee after it has been added?

Yes. Open the invoice and edit, duplicate, or delete the late fee line item as needed.

Where do the notes appear?

The notes entered during the bulk action are displayed with the late fee line item on the invoice.