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Invoices: Adding US Mailing Address to Invoice Form

Purpose Statement

This feature enables users to add a properly formatted business address to invoice forms, allowing for the use of standard #10 window envelopes when mailing invoice reports via the United States Postal Service. This functionality ensures professional document delivery while maintaining postal service compatibility standards.

Background Information

The US Mail Format Tag is a specialized form element designed to format addresses according to USPS standards for window envelope compatibility. This feature is available in both the Inspections and Invoicing modules through the Form Builder interface. The address formatting follows standard postal guidelines to ensure proper visibility through standard #10 business envelope windows, improving both professional appearance and delivery reliability.

Required Permissions

Users must have the following permissions to complete this task:

  • Form Builder access permissions
  • Edit permissions for the specific invoice form
  • Administrative or supervisor-level access to the Invoicing module

Video
 


 

Step-by-Step Guide
 

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1. Click on Inspections


Click on Inspections



2. Click on Form Builder List.


Click on Form Builder List



3. Click on edit for the form you wish to add the mailing address to. Or, this can be done from a newly created form (proceed to step 4).


Click on edit for the form you wish to add the mailing address to. Or, this can be done from a newly created form (proceed to step 4).



4. Click on Add just below the Header.


Click on Add just below the Header.



5. Click on US Mail Format Tag (at bottom of the dropdown menu).


Click on US Mail Format Tag (at bottom of the menu).



6. Click on Tune.


Click on Tune.



7. Select the Plus (+) sign 5 times.





Notes
Note: As an option, click 7 times to add a 4th element in the left column to add a company name at the top of the address block.
Warning
Warning: Adding more the 4 elements in the left column will create more rows than can be viewed in a standard #10 business envelope with window.



8. This will be the result of the step above. In the left hand column select each drop down in this order: Top - Mail - Billing Invoice Contact, Middle - Mail - Billing Street Number and Name, Bottom - Billing City, State, Zip.






9. This will be the result of the step above.


This will be the result of the step above.



10. Click on Tune for the dtf_fire_inspection_type Inspection Result line.


Click on Tune for the dtf_fire_inspection_type Inspection Result line.



11. Click on Move down arrow once to move this element below the Mail Form Block.


Click on Move down arrow once to move this element below the Mail Form Block.



12. #10 Envelope template for reference:






13. Click on Save to save the update Inspection Form


Click on Save to save the update Inspection Form


Notes
Note: It is recommended that you print a test Inspection Form to paper for proper fit into a #10 Business envelope with window.  If the address block needs moved down, add a delimiter above the address block. 

Best Practices

Address Formatting Guidelines:

  • Use the standard 3-line address format (Contact, Street, City/State/Zip)
  • Maintain consistent spacing to ensure window envelope compatibility
  • Always test print before finalizing forms

Quality Control:

  • Print test forms on standard paper using your organization's printer settings
  • Use actual #10 window envelopes to verify address positioning
  • Check address visibility through the envelope window before bulk printing

Form Management:

  • Create backup copies of forms before making modifications
  • Document any customizations for future reference
  • Test forms with various address lengths to ensure consistent formatting

Troubleshooting & FAQs

Q: The address doesn't appear correctly in the window envelope. What should I do? A: Add a delimiter above the address block to adjust vertical positioning, or verify that you haven't exceeded 4 elements in the left column.

Q: Can I add additional address elements like suite numbers? A: Yes, but be cautious not to exceed 4 total elements in the left column to maintain window envelope compatibility.

Q: The address block appears too high or too low on the form. How do I adjust it? A: Use the Move up/down arrows in the Tune settings to reposition the entire address block, or add delimiters for fine-tuning.

Q: Can I use this feature for different envelope sizes? A: This feature is specifically designed for standard #10 window envelopes. Other envelope sizes may require different positioning.