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Using a Fee Formula Without Using Automatic Invoices

Purpose Statement

This feature enables users to create invoice line items with calculated fees based on occupancy data (such as total billable area, building square footage, or number of units) using custom formulas rather than automatic invoice generation. This provides flexibility for departments that need manual control over invoice creation while still leveraging automated calculations for accurate billing.

Background Information

Fee formulas are essential for Fire/EMS departments that conduct inspections, plan reviews, or provide services where costs are based on measurable property characteristics. This manual approach to formula-based invoicing is particularly valuable when departments need to review each invoice before sending, apply case-by-case considerations, or maintain detailed oversight of billing processes. The system supports various occupancy-based placeholders that automatically pull data from property records to ensure accurate calculations.

Required Permissions

Users must have the following permissions to complete this process:

  • Invoicing Module Access: View and manage invoicing functions
  • Fee Schedule Management: Create and edit fee schedules and line items
  • Invoice Creation: Generate new invoices manually
  • Financial Data Entry: Enter billing codes and general ledger information

Video


Step-by-Step Guide

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1. Navigate to Invoicing and then Fee Schedule.


Navigate to Invoicing and then Fee Schedule.



2. Click on Create Line Item.


Click on Create Line Item



3. Select Billable Category or Click on Add (+) to create a new Billable Category.






4. Type a name for the new Billable Category and select "Save."






5. Select Type or Click on Add (+) to create a new Type.






6. Type a name for the new Type and select "Save."






7. Enter a Line Item Name.


Enter a Line Item Name.



8. Enter Line Item Details, if needed.


Enter Line Item Details, if needed.



9. Select Each or Hourly from Unit.


Select Each or Hourly from Unit.



10. Select Formula from Fee Type.


Select Formula from Fee Type.



11. Enter a Billing Code or General Ledger Code, if needed.


Enter a Billing Code or General Ledger Code, if needed.



12. Select one or more placeholder's and apply the formula as needed.
  1. Placeholders available for use:
    1. Building Area in Square Feet
    2. Number of Common Areas
    3. Number of Fire Pumps
    4. Number of Units
    5. Special Discount
    6. Total Billable Area

Select one or more placeholder's and apply the formula as needed.



13. Example Formula: "BUILDING_AREA_SQUARE_FEET*0.25"
  1. Building Area in Square Feet x $0.25 per square foot.
  2. NOTE: When inserting decimal values into a formula, a value has to be to the left of the decimal point.
  3. The formula will calculate out to hundreds to the left of the decimal point and thousands to the right of the decimal point.
  4. Example: 000.001  




14. Click on "Save" when done.






15. Example Invoice, select Create Invoice.


Example Invoice, select Create Invoice.



16. Enter a Service Address or Business Name.
  1. NOTE: If you select No Service Address, the Invoice amount will be $0.00.


Enter a Service Address or Business Name.



17. Enter the line item and the amount will be calculated by the formula.


Enter the line item and the amount will be calculated by the formula.

Best Practices

Formula Creation:

  • Always test formulas with known property data before implementing
  • Use descriptive line item names that clearly indicate what the fee covers
  • Include measurement units in line item details (e.g., "per square foot," "per unit")

Decimal Formatting:

  • Always include a leading zero for decimal values (0.25, not .25)
  • Double-check decimal placement to avoid calculation errors
  • Consider rounding rules for your department's billing policies

Documentation:

  • Maintain records of formula logic for audit purposes
  • Include fee schedule effective dates and revision history
  • Document any special considerations or exceptions

Quality Control:

  • Verify property data accuracy before invoice generation
  • Review calculated amounts for reasonableness
  • Establish approval workflows for high-value invoices

Troubleshooting & FAQs

Q: Why does my invoice show $0.00? A: This typically occurs when "No Service Address" is selected or when property data is missing for the selected placeholders.

Q: My formula isn't calculating correctly. What should I check? A: Verify decimal formatting (include leading zeros), ensure property data exists for all placeholders used, and confirm mathematical operators are correct.

Q: Can I combine multiple placeholders in one formula? A: Yes, you can create complex formulas using multiple placeholders and mathematical operations (addition, subtraction, multiplication, division).

Q: What happens if property data is missing for a placeholder? A: The system may treat missing data as zero or generate an error. Always verify complete property records before invoicing.

Q: Can I edit a formula after it's been saved? A: Yes, but be aware that changes will affect all future invoices using this line item. Consider versioning your fee schedules for audit trails.