Automatic Invoicing from Custom Permit Questions

Automatic Invoicing from Custom Permit Questions

Purpose Statement

The automatic invoicing feature enables fire departments and EMS agencies to streamline their permit fee collection process by automatically generating invoices based on numeric responses in permit custom data fields. This feature eliminates manual invoice creation, reduces errors, and ensures consistent fee application when inspections are completed. The system creates invoices automatically when specific permit criteria are met and an inspection reaches completion status.

Background Information

Automatic invoicing integrates permit custom data fields with the fee schedule system to create a seamless billing workflow. This feature is particularly valuable for departments that issue permits with variable fees based on quantities, ranges, or specific permit characteristics (such as hazardous material storage amounts, occupancy levels, or equipment counts). The system supports both numeric value-based invoicing and single-select range-based invoicing, allowing flexibility in fee structure design. This automation is essential for maintaining accurate financial records and ensuring compliance with departmental fee schedules.

Prerequisites:

  • Permit types must be configured with appropriate custom data fields
  • Fee schedules must be established with automation criteria
  • Inspection Setup > System Options must have automatic invoicing enabled
  • Users must have permissions to complete inspections

Required Permissions

To utilize automatic invoicing from custom permit questions, users need the following permissions:

  • Permit Management: Create and edit permits
  • Custom Data Field Access: View and modify permit custom data fields
  • Fee Schedule Configuration: Set up and modify automated fee schedules (typically admin-level)
  • Inspection Completion: Complete inspections to trigger invoice generation
  • Invoice Access: View generated invoices and billing information

Video


Step-by-Step Guide

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NOTE: This setting must be enabled in Inspection Setup > System Options:

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Permit Numeric Custom Data Fields
1. Create or Edit Permit Type.


Create or Edit Permit Type.



2. Click on Custom Data Fields.


Click on Custom Data Fields.



3. Example 1 is a numeric value for the Permit Custom Data Field.


Example 1 is a numeric value for the Permit Custom Data Field.



4. Example 2 is a Single Select Permit Custom Data Field with range values.



Example 2 is a Single Select Permit Custom Data Field with range values.



5. Select Save when done.


Select Save when done.

Fee Schedule Setup
Example #1 - Fee for Numeric Value

You may need to create Multiple Fee Schedules if there are different Fees depending on the numeric value entered. In this example, the fee is for 150 pounds or less of aerosols stored.

1. Create or edit a line Item.


Create or edit a line Item.



2. Select or create a new Billable Category.


Select or create a new Billable Category.



3. Select or Create a new Type.


Select or Create a new Type.



4. Enter the name of the line item.


Enter the name of the line item.



5. Click on Unit - Select Each.


Click on Unit - Select Each.



6. Toggle on Automate and select Complete an Inspection.


Toggle on Automate and select Complete an Inspection.



7. Select Flat for the Fee Type.


Flat for the Fee Type.



8. Enter the Fee.


Enter the Fee (required)



9. Click on Criteria.


Click on Criteria



10. Select Permit Types, the "in" and your Permit Type name.






11. Add a second Criteria with and "And" operator between the criteria select the Fee Schedule Item, set to less or equal to 150.






12. Click on Save.


Click on Save



Example #2 - Fee for a range of values using a Single Select Custom Data Field.


1. Select or Create a new Billable Category.







2. Select or Create a new Type.


Select or Create a new Type.



3. Enter the name of the Line Item.


Enter the name of the Line Item.



4. Click on Unit - Select Each.


Click on Unit - Select Each.



5. Toggle on Automate and select Complete an Inspection.


Toggle on Automate and select Complete an Inspection.



6. Select Flat for the Fee Type.






7. Enter the Fee.


Enter the Fee.



8. Click on Criteria.


Click on Criteria.



9. Select Permit Types, the "in" and your Permit Type name.






10. Click on "+" to add a criteria.






11. Add a second Criteria, select in, and then set to the single select Custom Field Type Created and select the correct answer for the fee type.


Add a second Criteria, select in, and then set to the single select Custom Field Type Created and select the correct answer for the fee type.



12. Click on Save.


Click on Save.



Demonstration of the automatic Invoice based upon the Permit Custom Data Field and Fee Schedule:
1. Click on Permits when recording your Inspection.


Click on Permits when recording your Inspection.



2. Click on New Permit.


Click on New Permit.



3. Select the correct Permit Type and enter notes if needed.


Select the correct Permit Type and enter notes if needed.



4. Click on Save.


Click on Save.



5. You will be automatically redirected to the Permit. Click on Custom Data Fields.


You will be automatically redirected to the Permit. Click on Custom Data Fields



6. For this demonstration, we'll use the Numeric Custom Data Field and enter a value.


For this demonstration, we'll use the Numeric Custom Data Field and enter a value.



7. Complete all needed items for the Permit and then Click on Approved.


Complete all needed items for the Permit and then Click on Approved.



8. Verify the Permit details and then Click on Submit.


Verify the Permit details and then Click on Submit.



9. Click on Close and the user will be redirected to the Inspection.


Click on Close and the user will be redirected to the Inspection.



10. Click on Signatures.


Click on Signatures.



11. Complete Signature requirements.


Complete Signature requirements.



12. Click on Complete to Complete the Inspection.


Click on Complete to Complete the INspection.



13. Click on Invoices.


Click on Invoices.



14. Note the Invoice that weas created.


Note the Invoice that weas created.



15. Line item from value entered in the Permit Custom Data Field.


Line item from value entered in the Permit Custom Data Field.


Best Practices

Fee Schedule Management:

  • Create separate fee schedules for different value ranges to ensure accurate billing
  • Use descriptive line item names that clearly identify the permit type and criteria
  • Test automation criteria with sample permits before deploying to production
  • Regularly review and update fee amounts to maintain compliance with current rates

Custom Data Field Design:

  • Use clear, specific field names that match your department's terminology
  • Set appropriate validation rules to prevent data entry errors
  • Consider using single-select ranges for complex fee structures
  • Document field purposes and acceptable values for user training

Process Optimization:

  • Train inspection staff on the relationship between custom data entries and invoice generation
  • Establish quality control procedures to verify invoice accuracy
  • Monitor automated invoicing for any missed or incorrectly generated invoices
  • Maintain backup manual invoicing procedures for system outages

Troubleshooting & FAQs

Q: Why didn't an invoice generate after completing my inspection? A: Verify that automatic invoicing is enabled in System Options, the permit has appropriate custom data field values entered, and the fee schedule criteria match the permit type and field values exactly.

Q: The invoice amount is incorrect. What should I check? A: Review the fee schedule criteria and ensure the automation conditions match your intended logic. Check that the custom data field value falls within the expected range for the fee schedule.

Q: Can I modify an automatically generated invoice? A: Yes, automatically generated invoices can be edited manually if needed. However, consider updating your fee schedule criteria to prevent future discrepancies.

Q: What happens if multiple fee schedules match the same permit criteria? A: The system will generate multiple line items on the invoice. Ensure your criteria are specific enough to avoid unintended duplicate charges.

Common Issues:

  • Missing invoices: Check that System Options has automatic invoicing enabled
  • Incorrect amounts: Verify fee schedule criteria and custom data field values
  • Multiple charges: Review overlapping criteria in fee schedules
  • Permission errors: Ensure users have appropriate access to complete inspections and view invoices

Related Articles

  • Permit - Add Custom Data Fields
  • Validations for the Permit Type Custom Data Fields

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