Add Late Fee to Invoices using a Bulk Action

Add Late Fee to Invoices using a Bulk Action

Purpose Statement

The bulk late fee action allows administrators to efficiently apply late charges to multiple overdue invoices simultaneously, streamlining the collections process and ensuring consistent fee application across your agency's billing operations. This feature eliminates the need to manually add late fees to individual invoices, saving time and reducing administrative overhead while maintaining accurate financial records.

Background Information

Late fee management is a critical component of effective revenue collection for Fire/EMS agencies. The bulk action feature is particularly valuable during monthly billing cycles or when processing large volumes of overdue accounts. This functionality integrates with your existing invoice filtering system to identify and process overdue accounts efficiently. The feature supports both percentage-based and flat fee structures to accommodate various agency billing policies and compliance requirements.

Required Permissions

To complete this task, users must have the following permissions:

  • Invoice Management - View and edit invoice records
  • Billing Administration - Access to modify billing amounts and apply fees
  • Bulk Actions - Permission to perform bulk operations on invoice records

Video


Step-by-Step Guide

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1. Click on Invoicing.


Click on Invoicing.



2. Click on Invoice List.


Click on Invoice List.



3. Click on Expand Advanced Search.


Click on Expand Advanced Search.



4. Select Overdue.


Select Overdue.



5. Click on Apply to filter for Overdue Invoices.


Click on Apply to filter for Overdue Invoices.



6. Click to select the Invoices to apply the Overdue fee to.


Click to select the Invoices to apply the Overdue fee to.



7. Click on Bulk Actions.


Click on Bulk Actions.



8. Click on Late Fee.


Click on Late Fee.



9. Late fees can be added as a Percentage or Flat Fee.


Late fees can be added as a Percentage or Flat Fee.



10. This is an example for a Late Fee with a Percentage of 15% applied.






11.  Click on Apply.


Click on Apply.



12. This is an example for a Late Fee with a Flat Fee of $25 applied.






13. Click on Apply.


Click on Apply.



14. Example of a Late Fee using a Percentage applied to an Invoice.


Example of a Late Fee using a Percentage applied to an Invoice.



15. Example of a Late Fee using a Flat Fee applied to an Invoice.




16. Handle updated invoice as appropriate for your agency (e.g. Print and Mail or Send via email).

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Handle updated invoice as appropriate for your agency (e.g. Print and Mail or Send via email).



Best Practices

  • Review Before Applying: Always verify the selection of invoices before executing bulk late fee actions
  • Consistent Fee Structure: Establish standardized late fee percentages or amounts across your agency
  • Documentation: Maintain records of when and why late fees were applied for audit purposes
  • Communication: Notify customers of late fee policies in advance through initial billing communications
  • Regular Processing: Schedule regular late fee processing to maintain consistent collections procedures
  • Compliance Check: Ensure late fee amounts comply with local regulations and your agency's established policies

Troubleshooting & FAQs

Q: What happens if I apply a late fee to an invoice that already has one? A: The system will add an additional late fee line item. Review invoices carefully before applying bulk actions to avoid duplicate charges.

Q: Can I reverse a late fee if applied incorrectly? A: Late fees can be removed by editing individual invoices or through bulk actions if applied to multiple invoices incorrectly.

Q: Are there limits on late fee percentages? A: Check with your agency's billing policies and local regulations for maximum allowable late fee amounts.

Q: The bulk action button is grayed out - what should I check? A: Verify you have selected at least one invoice and confirm you have the necessary permissions for bulk actions.

Q: Can I apply different late fee amounts to different invoices in the same bulk action? A: No, bulk actions apply the same fee structure to all selected invoices. For varying amounts, process invoices individually or in separate bulk actions.

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