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Navigating the Invoicing Fee Schedule

Purpose Statement

The Fee Schedule list allows users to view, search, manage, and maintain all fees configured within the Invoicing module. Users can quickly locate specific fees, create new line items, import fee schedules, activate or deactivate fees in bulk, duplicate existing fees, and export fee data for reporting or review.

Background Information

The Fee Schedule serves as the central location for managing all billable fees used throughout the First Due Invoicing module. Proper organization and maintenance of fee schedules helps ensure accurate billing, supports permit and inspection workflows, and simplifies long-term fee management.

Several search filters are available to help locate fees quickly. Some filters are dependent on others. For example, the Type filter remains unavailable until a Billable Category has been selected.

Required Permissions

Users should have permissions that allow them to:

  • Access the Invoicing module
  • View Fee Schedules
  • Create Fee Schedule line items
  • Edit Fee Schedule line items
  • Delete Fee Schedule line items
  • Import Fee Schedules
  • Export Fee Schedules
  • Activate or deactivate Fee Schedule entries

Note: Permission names may vary depending on your agency's security configuration.

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Step-by-Step Guide

Search for Fee Schedule Items

  1. Navigate to Invoicing.
  2. Select Fee Schedule.
  3. Use any of the available search filters:
    • Billable Category
    • Type
    • Line Item
    • Details
    • Billing Code
    • Unit
    • Fee Amount
    • Status
    • Automated
  4. Click Search to display matching results.

Note: The Type filter only becomes available after selecting a Billable Category.

Search by Partial Text

  1. Enter part of a Line Item name or description that is in the Details.
  2. The search returns any fees containing the entered text.
  3. Hover over the Information (i) icon to view the full fee description or Details.

Tip: Adding detailed descriptions when creating fees makes them much easier to locate later.

Filter by Fee Amount

  1. Select the comparison type:
    • Equal To
    • Greater Than
    • Range
  2. Enter the desired amount or range.
  3. Run the search.

Example:

  • Search for fees between $200 and $600.

Filter by Status

Use the Status filter to display:

  • Active fees
  • Inactive fees

Within the list:

  • X indicates an active fee.
  • ✔ indicates an inactive fee.

Use the Automated Filter

The Automated filter only returns fees configured with the selected automation.

If a fee type is not automated, selecting an automation filter may return no results.

If expected results are missing, review any applied filters to ensure they are not limiting the search unnecessarily.

Navigate Multiple Pages

If more fees exist than are displayed on the current page:

  1. Use the pagination controls at the bottom of the page.
  2. Or increase the page size (for example, 50) to display more records at once.

Export the Fee Schedule

  1. Increase the page size if you want all fees displayed.
  2. Select the Download button.
  3. Save the exported Fee Schedule file.

Create a New Fee

  1. Select Create Line Item.
  2. Complete the required fee information.
  3. Save the new fee.

For detailed instructions, refer to the individual Knowledge Base articles covering each fee type.

Import a Fee Schedule

  1. Select Import Fee Schedule.
  2. Download the sample spreadsheet.
  3. Populate the spreadsheet with your fee information.

Best Practice: Import a spreadsheet containing a single test fee first to verify the data imports correctly before importing your full fee schedule.

  1. Choose the completed spreadsheet.
  2. Select Import.

Activate or Deactivate Multiple Fees

  1. Select one or more fee schedule entries.
  2. The bulk action buttons become available.
  3. Choose:
    • Activate
    • Deactivate

The selected action is applied to all selected fees.

Activate or Deactivate an Individual Fee

  1. Locate the desired fee.
  2. Select the activation icon.
  3. Toggle between Active and Inactive as needed.

Edit a Fee

  1. Locate the desired fee.
  2. Select Edit.
  3. Update the fee information.
  4. Save your changes.

Duplicate a Fee

Duplicating a fee creates a copy of an existing fee, allowing you to modify only the necessary fields instead of recreating the entire record.

  1. Locate the fee you want to copy.
  2. Select Duplicate.
  3. Update any necessary information, such as:
    • Line Item name
    • Fee amount
    • Criteria
    • Answer range
    • Description
  4. Save the new fee.

This is especially useful when creating multiple fees that share similar settings but have different pricing or criteria.

Delete a Fee

  1. Locate the fee.
  2. Select Delete.
  3. Confirm the deletion.

Consider deactivating a fee instead of deleting it if it may be needed for historical reference.

Best Practices

  • Include meaningful descriptions for every fee to improve searchability.
  • Verify search filters if expected results are missing.
  • Test imports with a single fee before importing large spreadsheets.
  • Increase page size before exporting to ensure all records are included.
  • Duplicate similar fees instead of creating them from scratch.
  • Deactivate outdated fees when historical records should be preserved.
  • Delete fees only when they were created in error or are no longer needed.

Troubleshooting & FAQs

Why is the Type filter empty?

The Type filter is dependent on the selected Billable Category. Choose a Billable Category first.

Why can't I find a fee that I know exists?

Review your active search filters. Filters such as Automated, Status, Billable Category, or Fee Range may be excluding the fee.

Why doesn't the Details column appear in the list?

Fee details are displayed by hovering over the Information (i) icon instead of appearing as a separate column.

Why are the Activate and Deactivate buttons grayed out?

At least one fee must be selected before bulk actions become available.

Should I delete or deactivate old fees?

If historical records should remain intact, deactivate the fee instead of deleting it.

What is the safest way to import a large fee schedule?

Import a spreadsheet containing a single fee first to verify the formatting and field mapping before importing the full schedule.