Purpose Statement
The invoicing feature for requested inspections allows departments to configure instructions, attachment requirements, fees, and payment requirements for inspection requests submitted through the Business Portal and Community Connect (CC/HH).
This functionality extends the existing permit request invoicing and payment workflow to portal inspection requests. Departments can associate line items with an inspection type, automatically create invoices when applicable, and require payment at the time of application.
The same inspection type configuration applies to both the Business Portal and Community Connect.
Background Information
Portal users can submit inspection requests for inspection types made available through the Business Portal or Community Connect. Inspection type configuration now includes additional User Portals settings for:
- Instructions
- Attachments
- Required attachments
- Payment at the time of application
- Associated line items
These settings are configured on the inspection type and apply to both portal experiences.
The invoicing process uses the existing permit Line Item / Price table and permit request invoice/payment workflow. Portal permit formula fee-type line items cannot be associated with inspection types.
This functionality is controlled by a feature flag. When the feature is not enabled, existing portal inspection request behavior remains unchanged.
Required Permissions
Configuring these settings requires the existing permission that allows a user to edit inspection types. No new configuration permission is introduced with this feature.
Payment configuration is also dependent on the department's existing online-payment configuration. When the online-payment condition is not met, the Payment Required at Time of Application and Associate Line Items options are not displayed.
Existing portal permissions and access requirements for submitting inspection requests remain unchanged.
Video
Step-by-Step Guide
Configure an Inspection Type for Portal Requests
- Navigate to Admin → Inspections → Inspection Types.
Select the inspection type you want to configure.
Open the User Portals tab.
Locate the portal configuration options between Available On and Notifications.
Enter any applicant-facing information in Instructions. These instructions will display when an applicant requests this inspection type through the Business Portal or Community Connect.
- Enable Attachments when applicants should be able to upload files with their inspection request.
Enable Attachments Required when applicants must provide at least one attachment before submitting the request.
Note: Attachments Required only applies when Attachments is enabled. If Attachments is disabled, an attachment will not be required.
If online payments are available for the department, enable Payment Required at Time of Application when applicants must pay applicable fees as part of the request process.
Use Associate Line Items to select the applicable fees from the permit Line Item / Price table.
Portal permit formula fee-type line items are excluded from the available inspection line items.
- Save the inspection type.
The saved configuration applies to inspection requests for this inspection type in both the Business Portal and Community Connect.
Submit an Inspection Request as a Portal User
Begin a new inspection request from the Business Portal or the applicable Community Connect inspection request workflow.
Select the applicable service address and inspection type.
Review any instructions configured for the selected inspection type.
- Complete the inspection request information.
If attachments are enabled, add any applicable files.
If attachments are required, at least one file must be attached before the request can be submitted.
- Submit the inspection request.
When applicable, the system calculates the fee using the line items associated with the inspection type and creates an invoice linked to the inspection request.
If Payment Required at Time of Application is enabled and the calculated fee is greater than $0, complete payment using the displayed payment workflow.
After completion, the inspection request appears in the portal request list using the existing inspection request status workflow.
Handle Unpaid Inspection Request Invoices
If an applicant leaves the payment process or payment fails, the inspection request and its invoice remain in the system. The invoice remains unpaid and can be handled later through the existing invoice workflow.
Applicants do not need to restart the inspection request solely because payment was abandoned or unsuccessful.
Best Practices
- Add clear instructions to each portal-enabled inspection type so applicants understand department-specific requirements before submitting their request.
- Only enable Attachments Required when supporting documentation is necessary to process the inspection request.
- Confirm that the appropriate line items are associated with an inspection type before requiring payment.
- Review portal-enabled inspection types after the feature is enabled. Existing inspection types receive the new configuration options with the settings initially unconfigured.
- Remember that one inspection type configuration controls both the Business Portal and Community Connect. Changes should be appropriate for applicants using either portal.
- Use the existing invoice workflow to monitor and manage unpaid inspection-request invoices.
- Open the inspection record to review attachments submitted with the request.
- Do not expect existing or pending inspection requests to receive fees or attachment requirements retroactively. The configuration applies going forward.
- Refunds are not automatically issued when a paid inspection request is later cancelled or rejected. Any required refund must be handled manually outside this workflow.
Troubleshooting & FAQs
Why don't I see Payment Required at Time of Application or Associate Line Items?
These settings are only available when the department meets the existing online-payment condition used by the permit request workflow. If online payment is unavailable, the payment configuration options are hidden.
Why don't I see the new inspection request configuration options?
The invoicing functionality is controlled by a separate feature flag. When the feature is not enabled, the inspection type User Portals tab retains its previous behavior.
Why can't I select a portal permit formula line item?
Portal permit formula fee-type line items are intentionally excluded from inspection type configuration. Other supported line items from the permit Line Item / Price table can be associated with the inspection type.
What happens if the calculated fee is $0?
A $0 calculated fee does not require payment and does not create a blocking invoice, even when Payment Required at Time of Application is enabled. The applicant can continue submitting the request normally.
What happens if an applicant closes the payment screen without paying?
The inspection request and invoice remain in the system. The invoice remains unpaid and can be paid or managed later through the existing invoice workflow.
What happens if payment fails?
The inspection request and associated invoice remain in the system. The invoice remains unpaid rather than forcing the applicant to restart the inspection request.
Where can staff find attachments submitted with an inspection request?
Request-time attachments are associated with the inspection record. Staff can view the attachments by opening the inspection.
Does the department need to configure the Business Portal and Community Connect separately?
No. The inspection type uses a single shared configuration that governs requests from both the Business Portal and Community Connect.
Will these settings affect inspection requests submitted before the feature was enabled or configured?
No. The functionality is forward-only. Existing and in-progress requests do not receive retroactive fees, invoices, or attachment requirements.
What happens if a paid inspection request is later cancelled or rejected?
Automatic refunds or credits are not included in this workflow. If a refund is required, staff must handle the refund manually and manage the inspection request separately.