Bulk Permit Renewal with Auto-Invoice Generation

Bulk Permit Renewal with Auto-Invoice Generation

Purpose Statement:


The bulk permit renewal feature allows administrators to efficiently renew multiple permits simultaneously while automatically generating and emailing invoices to permit contacts. This streamlined process reduces manual workload, ensures timely permit renewals, and maintains accurate billing records for renewable permits that require periodic reauthorization.

Background Information:


Many Fire/EMS departments manage hundreds or thousands of permits that require regular renewal. The bulk renewal process addresses the administrative burden of processing these renewals individually by enabling batch processing with integrated invoice generation.

This feature is specifically designed for permits configured with renewable workflows and applies only to permits in eligible renewal statuses. The system includes validation checks to ensure data integrity and provides detailed reporting for permits that cannot be processed, helping administrators maintain accurate permit records and compliance tracking.

The auto-invoice generation component ensures immediate billing upon renewal submission, improving cash flow and reducing the time between permit renewal and payment collection. Email delivery to permit contacts provides immediate notification and payment instructions.
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Required Permissions

To perform bulk permit renewals with auto-invoice generation, users must have:
  1. Permits Module access to view and manage permits
  2. Bulk Actions permissions to perform batch operations
  3. Invoice Generation permissions to create and manage invoices
  4. Email Invoice permissions to send invoices to permit contacts
  5. Permit Renewal permissions to submit permits for renewal processing

Video:


Step-by-Step Guide




1. Click on the Permits module.


Click on the Permits module.



2. Click on Permits.


Click on Permits.



3. Check the Permits to be renewed.
  1. Only automatic permits can be approved


Check the Permits to be renewed.



4. The Permits must be a Renewable Workflow.


The Permits must be a Renewable Workflow.



5. Only Permits in a these statuses will be able to be renewed.
  • Active
  • Expired
  • Approved
  • Renewal Rejected


Only Permits in a these statuses will be able to be renewed.



6. Click on Bulk Actions.


Click on Bulk Actions.



7. Click on Submit for Renewal.


Click on Submit for Renewal.



8. Submit Permits for Renewal will populate.


Submit Permits for Renewal will populate.



9. Click on Create Invoice to have an invoice created.


Click on Create Invoice to have an invoice created.



10. Click on Email Invoice to email the invoice to the Permit Contact.


Click on Email Invoice to email the invoice to the Permit Contact.



11. Click on Submit.


Click on Submit.



12. Click on Continue if this is the correct action or Cancel to abort.


Click on Continue if this is the correct action or Cancel to abort.



13. The Permits will now show Active - Renewal Submitted in the Status column, or the Status will show Active - Resubmitted if the previous Status was Renewal Rejected.


The Permits will now show Active - Renewal Submitted in the Status column, or the Status will show Active - Resubmitted if the previous Status was Renewal Rejected.



14. If there are permits that need to be addressed for any reason a Notice will pop up.
  1. These particular permits are missing previous invoices and have an incorrect status.





15. Click on Download Excel to download a list of the permits and a validation report.


Click on Download Excel


16. Here is an example of the Excel Spreadsheet Validation Report.



Best Practices

  • Pre-Processing Review: Always verify permit eligibility before initiating bulk renewals to minimize processing errors
  • Batch Size Management: Process permits in manageable batches (50-100 permits) for optimal performance
  • Email Verification: Ensure permit contact email addresses are current before enabling auto-email functionality
  • Status Monitoring: Regularly check permit statuses after bulk processing to identify any issues requiring attention
  • Documentation: Maintain records of bulk renewal activities for audit and compliance purposes
  • Timing Considerations: Schedule bulk renewals during low-activity periods to avoid system performance impacts

Troubleshooting & FAQs

Q: Can I bulk renew permits with different fee amounts? A: Yes, the system will generate individual invoices with appropriate fees for each permit based on the configured fee schedules for each permit type.

Q: What happens if a permit contact email bounces? A: Failed email deliveries are logged in the system. You can manually resend invoices or contact permit holders through alternative methods. Check your email delivery reports for bounce notifications.

Q: Can I undo a bulk renewal submission? A: Once submitted, bulk renewals cannot be automatically undone. However, individual permits can be managed through their respective permit records if corrections are needed.

Q: How long does bulk renewal processing take? A: Processing time varies based on the number of permits selected. Small batches (under 50 permits) typically process within minutes, while larger batches may take longer. The system will provide status updates during processing.

Q: Why are some permits excluded from bulk renewal? A: Permits may be excluded if they don't have renewable workflow configuration, are in ineligible statuses, or have missing required data. The validation report will detail specific exclusion reasons.

Q: What should I do if invoices fail to generate? A: Check that Invoice Generation permissions are properly configured and that permit fee schedules are set up correctly. Contact system administrator if issues persist.

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