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Knowledge Center

Invoicing Setup

Purpose Statement

The Invoicing Setup page allows your agency to configure default settings that control how invoices are created, emailed, and managed in First Due.

These settings allow your agency to:

  • Configure outgoing invoice emails.
  • Customize the sender name and email message.
  • Add default recipients to outgoing invoice reports.
  • Automatically generate invoice reference IDs.
  • Establish default payment terms.
  • Configure automated invoice reminders and past-due notices.
  • Use GIS assessor contacts as billing recipients for occupancy-related invoices.

Background Information

Invoicing Setup establishes agency-level defaults that can help standardize the invoicing process and reduce manual work.

To access these settings, navigate to:

Invoicing > Invoice Setup

At the top of the Invoice Setup page, you can view the Last Edited information, including when the setup was last modified and who made the changes.

Notes can also be entered to document updates or other information related to the configuration.

Some settings require additional configuration elsewhere in First Due. For example, using a specified agency email address requires the agency email/domain configuration to first be completed through Inspections.

Required Permissions

Access to Invoicing > Invoice Setup and the ability to modify agency invoicing settings are required to complete the procedures in this article.

The training material provided does not identify the specific First Due permission names required for this functionality. Verify the appropriate Invoicing permissions within your agency's user role configuration before attempting to make changes.

Video

Step-by-Step Guide

1. Navigate to Invoice Setup

  1. Navigate to Invoicing > Invoice Setup.
  2. Review the Last Edited information at the top of the page to see when the configuration was last updated and who made the changes.
  3. If needed, enter notes regarding changes or updates to the invoicing configuration.


2. Configure the Outgoing Email Address

In the Email section, configure the address used to send invoice emails.

  1. Review the Outgoing Email Address setting.
  2. Hover over or select the information icon for additional information about the setting.
  3. Determine whether your agency will use the default First Due email address or a specified agency email address.

Important: Replies sent to the default outgoing First Due invoicing email address are not monitored.

To use a specified agency email address:

  1. Enable the option to use a specified agency email.
  2. Confirm that your agency's custom email/domain has already been configured through Inspections.
  3. Use the same domain that was configured for Inspections.

For example, an agency could use separate addresses such as inspections@yourdomain and invoicing@yourdomain, provided both use the same configured domain.

Custom agency email configuration includes an email verification process and must be completed through the Inspections configuration before it can be used for Invoicing.

Please refer to Inspection Type: Email Knowledge Base Article for a step by step process


3. Configure a Custom Sender Name

The Custom Sender Name determines the sender name displayed to recipients.

  1. Enable Custom Sender Name.
  2. Review the default sender name that appears.
  3. Replace it with the sender name your agency wants invoice recipients to see.


4. Configure the CC Me Option

You can make a CC Me option available when invoices are emailed.

  1. Enable Include a CC Me option for this invoice.
  2. If you want the CC option selected by default, enable the corresponding default recipient option.

When configured, the CC option will automatically be available and can be preselected when an invoice is sent.


5. Add Default Recipients for Invoice Reports

Your agency can send outgoing invoice reports to additional recipients.

  1. Locate Send the report to.
  2. Enter the additional email address that should receive outgoing invoice reports.

For example, an agency could enter a finance department email address so that the department receives a copy whenever an invoice report is sent. 


6. Customize the Email Message Body

The Email Message Body controls the message included with outgoing invoice emails.

  1. Locate the email message editor.
  2. Enter or modify the message recipients should receive.
  3. Use the available formatting tools as needed, including:
    • Bold
    • Italics
    • Headers
    • Quotes
    • Bulleted lists
    • Numbered lists
    • Links
  4. Use the Preview option to review how the completed message will appear.
  5. Alternatively, use the side-by-side editor to edit the message while simultaneously viewing the formatted result.
  6. Exit the preview or side-by-side view when you are finished reviewing the message.


7. Configure Invoice Reference IDs

First Due can automatically generate a unique 9-digit Reference ID when an invoice is created.

  1. Locate the Reference ID option under System Options.
  2. Enable the setting to have First Due automatically generate a unique 9-digit Reference ID for each invoice.
  3. Disable the setting if your agency needs to manually enter its own invoice numbers or reference numbers, such as numbers supplied by a finance department.

When automatic generation is disabled, users must enter the Reference ID when creating the invoice.


8. Set Default Payment Terms

The Payment Terms setting establishes the default due date for invoices.

  1. Locate Payment Terms.
  2. Enter the desired number of days.

For example, the agency could establish payment terms of 30 days or 60 days.

The configured payment terms are used to determine the invoice due date and are displayed on the invoice.


9. Enable Invoice Automation

Invoice automation can be used to send invoice communications based on the invoice due date.

  1. Enable the automation option.
  2. Add an automation rule.
  3. Select when the automation should occur relative to the invoice due date.

Automations can be configured for scenarios such as:

  • A specified number of days until the due date.
  • A specified number of days past the due date.
  1. Select the appropriate form created in Form Builder.
  2. Enable automatic emailing if the communication should be sent automatically to the invoicing contact.
  3. Add additional automation rules as needed.
  4. Delete automation rules that are no longer required.

For example, an agency using 60-day payment terms could configure:

  • A reminder 10 days before the due date.
  • A past-due notice 1 day after the due date.
  • An additional past-due notice 31 days after the due date.

Each automation can use an appropriate form containing messaging specific to that stage of the collection process.


10. Configure GIS Assessor Contacts for Invoicing

The Use GIS Assessor Contact for Invoicing option allows First Due to use GIS assessor information as the billing recipient for occupancy-related invoices.

  1. Locate Use GIS Assessor Contact for Invoicing.
  2. Enable the option if your agency wants applicable occupancy invoices to use the GIS assessor contact.

When enabled:

  • First Due uses the GIS assessor contact as the billing recipient when an assessor contact exists in the occupancy contact list.
  • The contact information is imported from GIS data and is not editable.
  • The invoice billing address is updated to the assessor's listed address.
  • The assessor contact is added to the occupancy record for invoicing purposes.

If a GIS assessor contact is not available, First Due uses the agency's existing invoicing contact behavior instead.


11. Save the Invoicing Setup

After completing the configuration:

  1. Review all invoicing settings.
  2. Select Save.

The changes are not complete until the configuration is saved.

Best Practices

  • Configure agency email first: If using a custom agency email address, complete the required configuration through Inspections before configuring it for Invoicing.
  • Use the same email domain: Custom Invoicing and Inspections addresses should use the same configured agency domain.
  • Do not rely on replies to the default address: The default First Due outgoing invoicing email is not monitored for replies.
  • Preview email messages: Use Preview or the side-by-side editor to verify formatting before sending invoice communications.
  • Coordinate Reference IDs with your finance team: If your agency already has an established invoice numbering system, consider disabling automatic Reference ID generation.
  • Use automation strategically: Consider sending reminders before invoices become due and separate communications after they become past due.
  • Create purpose-specific forms: When configuring automations, use Form Builder forms with messaging appropriate to reminders, past-due notices, or other collection stages.
  • Verify automation timing: Remember that a rule configured for one day past due occurs one day after the established due date.
  • Review GIS information: When GIS assessor contacts are enabled, understand that the imported GIS contact information is not editable from the invoicing workflow.
  • Always save your changes: Select Save after modifying Invoice Setup.

Troubleshooting & FAQs

Why aren't replies to our invoice emails being received?

If invoices are being sent from the default First Due invoicing email address, replies to that address are not monitored. Consider configuring a specified agency email address if your agency requires a different outgoing email configuration.

Why can't I use my agency's email address for invoicing?

The custom agency email/domain must first be configured through Inspections. Complete the required configuration and verification process there before configuring the email for Invoicing.

Can Inspections and Invoicing use different email addresses?

They can use different addresses, but the Invoicing address must use the same configured domain as the Inspections setup.

Why do I have to enter a Reference ID when creating an invoice?

The automatic Reference ID setting may be disabled. When disabled, users must manually enter the invoice's Reference ID.

What happens when automatic Reference IDs are enabled?

First Due automatically generates a unique 9-digit Reference ID when the invoice is created.

How is an invoice's due date determined?

The due date is based on the default Payment Terms configured in Invoice Setup.

Can we automatically remind someone before an invoice is due?

Yes. Invoice automation can be configured for a specified number of days until the due date. Select the appropriate form and enable automatic emailing for the automation.

Can we automatically send past-due notices?

Yes. Create an automation based on the number of days past the due date, select the appropriate Form Builder form, and enable automatic emailing.

Can we create multiple invoice automations?

Yes. Multiple automation rules can be added or deleted as needed.

What happens if Use GIS Assessor Contact for Invoicing is enabled but no assessor contact exists?

First Due returns to the existing/default invoicing behavior and uses the invoicing contact already established for the record.

Can I edit the GIS assessor contact information?

No. The assessor contact information used by this setting is imported from GIS data and is not editable.

Why didn't my Invoice Setup changes take effect?

Confirm that you selected Save after making your changes.