Automatic Invoicing - Formula

Automatic Invoicing - Formula

Purpose Statement

To demonstrate how to configure your system to automatically generate invoices when an Inspection is completed using a formula-based fee calculation. This feature streamlines billing processes by eliminating manual invoice creation and ensures consistent fee application based on predetermined formulas and criteria.

Background Information

Formula-based automatic invoicing allows departments to create dynamic pricing structures that calculate fees based on variable factors such as property characteristics, inspection complexity, or resource requirements. This is particularly useful for inspections where fees vary based on measurable criteria like square footage, number of units, or complexity factors. The system evaluates your predefined formula and criteria each time an inspection is completed, automatically generating appropriate invoices when conditions are met.

Required Permissions

Users must have the following permissions to configure automatic invoicing:

  • Invoicing module access
  • Fee Schedule management permissions
  • Line Item creation/editing permissions
  • Invoice automation configuration rights

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 to edit an existing Line Item.


Or, click to edit an existing Line Item.



5. Click on Automate.


Click on Automate.



6. Select "Formula" for Fee Type.






7. Select a placeholder for the fee formula.






8. After selecting the placeholder, it will appear in the Fee Formula field. For this demonstration, I have selected "Number of Common Areas."






9. Enter the formula. For this demonstration, I have multiplied the Number of Common Areas times 50.
  1. NOTE: When inserting decimal values into a formula, a value has to be to the left of the decimal point.
  2. The formula will calculate out to hundreds to the left of the decimal point and thousands to the right of the decimal point.
  3.   Example: 000.001


Enter the formula. For this demonstration, I have multiplied the Number of Common Areas times 50.



10. The following symbols can be used to create the formula:






11. Click on Criteria.


Click on Criteria.



12. For this demonstration, I have added one criteria, the number of Common Areas has to be greater than or equal to 3 for the Invoice to be automatically created.


For this demonstration, I have added one criteria, the number of Common Areas has to be greater than or equal to 3 for the Invoice to be automatically created.


Notes
Note:  Review the Using Time - Invoice Criteria document below for an example on invoicing based upon time.


13. Multiple Criteria can be linked together using the "AND" or "OR" functions.






14. Click on Save.


Click on Save



15. 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

Formula Design:

  • Test formulas with sample data before implementing
  • Use clear, logical variable names for easy maintenance
  • Document complex formulas for future reference

Criteria Configuration:

  • Set appropriate thresholds to avoid unnecessary invoice generation
  • Consider using multiple criteria to ensure accurate billing
  • Review criteria regularly to maintain relevance

System Management:

  • Regularly audit automatically generated invoices
  • Monitor formula performance and adjust as needed
  • Train staff on reviewing and managing automated invoices

Troubleshooting & FAQs

Q: My formula isn't calculating correctly. What should I check? A: Verify that decimal values have numbers to the left of the decimal point and that mathematical operators are correctly formatted.

Q: Invoices aren't generating automatically. What's wrong? A: Check that your criteria conditions are being met and that the inspection status is properly set to "Completed."

Q: Can I modify a formula after it's been saved? A: Yes, you can edit existing line items and modify formulas, but changes will only affect future invoices.

Q: What happens if multiple criteria conflict? A: Review your AND/OR logic to ensure criteria work together properly. Test with sample scenarios.

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