Automatic Invoicing - Flat Fee

Automatic Invoicing - Flat Fee

Purpose Statement

The Automatic Invoicing - Flat Fee feature enables Fire/EMS departments to streamline their billing processes by automatically generating invoices with predetermined flat fees when specific inspection criteria are met. This automation reduces manual data entry, ensures consistent billing practices, and improves revenue collection efficiency for inspection services.

Background Information

Automatic invoicing eliminates the need for manual invoice creation after completing inspections that meet predefined criteria. This feature is particularly valuable for departments handling high volumes of routine inspections with standardized fee structures, such as occupancy inspections, fire safety inspections, or permit renewals. The system evaluates inspection data against established criteria and automatically generates invoices upon completion, ensuring timely billing and reducing administrative overhead.

Required Permissions

Users must have the following permissions to configure and manage automatic invoicing:

  • Invoicing Management - Required to access invoicing features and fee schedules
  • Fee Schedule Configuration - Needed to create and edit line items and automation rules
  • Invoice Creation - Necessary for manual invoice generation and editing
  • Criteria Management - Required to set up and modify automation criteria

Video


Step-by-Step Guide




1. Click on Invoicing.


Click on Invoicing



2. Click on Fee Schedule.


Click on Fee Schedule



3. Click on Create Line Item.


Click on Create Line Item



4. Or, click on Edit to edit an existing Line Item.


Or, click on Edit to edit an existing Line Item.



5. Click on Automate to enable the creation of Automatic Invoices. For this demonstration, we'll review the use of a flat fee.


Click on Automate to enable the creation of Automatic Invoices. For this demonstration, we'll review the use of a flat fee.



6. Click on Criteria.


Click on Criteria



7. Enter the needed criteria. For this demonstration, the first criteria will require the Occupancy to be an Assembly Occupancy.


Enter the needed criteria. For this demonstration, the first criteria will require the Occupancy to be an Assembly Occupancy.



8. Note that additional criteria can be added with either an "And" or "Or" operator between them.






9. For this example, the second criteria will require the Occupancy to be greater or equal to 3000 Square Feet. Note the "And" operator.






10. For this example, the third criteria will require the Occupancy to be less or equal to 6999 Square Feet. Note the additional "And" operator. This set-up will require all three criteria to be present to automatically create the invoice.






11. Click on Save.


Click on Save.



12. When Inspection completed the Invoice is Automatically created (#1). View by selecting Linked Invoice (#2) or Select invoices (#3). Invoice can be viewed, edited, deleted, open details, or unlinked (#4).




Best Practices

Configuration Best Practices:

  • Test automation rules with sample data before implementing in production
  • Use clear, specific criteria to avoid unintended invoice generation
  • Regularly review and update fee schedules to reflect current rates
  • Document criteria logic for future reference and training

Operational Best Practices:

  • Monitor automatically generated invoices for accuracy
  • Establish approval workflows for high-value automatic invoices
  • Maintain backup procedures for manual invoice creation when automation fails
  • Train staff on both automatic and manual invoicing processes

Avoid These Common Mistakes:

  • Setting overly broad criteria that generate excessive invoices
  • Forgetting to save configuration changes
  • Overlapping criteria that create duplicate invoices
  • Insufficient testing of criteria combinations

Troubleshooting & FAQs

Invoice Not Generated Automatically:

  • Verify all criteria are met exactly as configured
  • Check that automation is enabled for the specific line item
  • Confirm inspection status is marked as "Completed"
  • Review user permissions for invoice creation

Incorrect Invoice Amounts:

  • Verify the correct fee schedule line item is selected
  • Check for overlapping automation rules that might conflict
  • Ensure flat fee amounts are properly configured

Multiple Invoices Created:

  • Review criteria for potential overlaps
  • Check for duplicate line items with similar criteria
  • Verify "And" vs "Or" operator usage

Common Questions:

  • Q: Can criteria be modified after invoices are generated? A: Yes, but changes only affect future invoices, not previously generated ones.
  • Q: What happens if an inspection meets multiple criteria sets? A: Multiple invoices may be generated; review criteria to prevent conflicts.
  • Q: Can automatic invoices be edited after creation? A: Yes, automatic invoices can be viewed, edited, or deleted like manual invoices.

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