Create Invoice When Recording an Inspection

Create Invoice When Recording an Inspection

Purpose Statement

To enable inspectors to generate invoices directly within inspection records, streamlining the billing process and ensuring accurate linkage between inspection activities and associated fees. This feature eliminates the need for separate invoice creation workflows and reduces administrative overhead for fire prevention and inspection departments.

Background Information

The integrated invoice creation feature allows inspectors to bill for inspection services immediately upon completion of their field work. This functionality is particularly valuable for fire prevention bureaus that charge fees for various inspection types, re-inspections, or specialized services. The system automatically links invoices to their corresponding inspection records, maintaining a complete audit trail and ensuring proper documentation for billing and compliance purposes.

Required Permissions

Research the First Due permissions section to determine the specific permissions needed. Typically requires:

  • Inspection module access permissions
  • Invoice creation and management permissions
  • Billing configuration access (for administrators setting up the feature)
  • Print/send invoice permissions

Video


Step-by-Step Guide

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1. Click on Inspections. Note: These next few steps will review the setting necessary to allow a user to generate an Invoice while recording an Inspection.






2. Click on Inspection Types.


Click on Inspection Types.



3. Click on Billing.


Click on Billing.



4. Click on Yes to allow Inspector's to issue an Invoice from within the Inspection Record.


Click on Yes to allow Inspector's to issue an Invoice from within the Inspection Record.



5. Click on Close and save the change(s).


Click on Close and save the change(s).


6. Navigate to the Inspections List and access the Inspection needing an Invoice.


Navigate to the Inspections List and access the Inspection needing an Invoice.



7. Click on Invoices in the Inspection Record.


Click on Invoices in the Inspection Record.



8. Click on Add New.


Click on Add New.



9. Edit data in the Invoice header, if necessary.


Edit data in the Invoice header, if necessary.



10. Select Inspection Fee from Category (required).


Select Inspection Fee from Category (required).



11. Select correct Line Item Type.


Select correct Line Item Type.



12. Click on Add Line Item. Note that the Add Multiple Line Items option can be used as well.


Click on Add Line Item. Note that the Add Multiple Line Items option can be used as well.



13. Enter text to find the correct Line Item and select it.


Enter text to find the correct Line Item and select it.



14. Select the correct Unit.


Select the correct Unit.



15. Enter quantity and price, if applicable and necessary.


Enter quantity and price, if applicable and necessary.



16. Enter notes if desired.


Enter notes if desired.



17. Click on Save.


Click on Save.



18. Click on Print/Send as per agency practice's.






19. Click on Close and then "Yes" to save changes. The user will be redirected back to the Inspection Record. The Invoice will be automatically linked to the Inspection.






20. Click on Options.


Click on Options.



21. Click on Edit to view the linked Invoice.


Click on Edit to view the linked Invoice.



22. Click on Save.


Click on Save.



23. Note the Invoice details will be viewed in the Invoice Section of the Inspection Record.


Note the Invoice details will be viewed in the Invoice Section of the Inspection Record.



24. Complete your Inspection Record and then click on Close and save the Record.

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Complete your Inspection Record and then click on Close and save the Record.

Best Practices

  • Configure billing settings before field inspectors begin using the invoice feature
  • Establish standardized line item types and pricing for consistent billing practices
  • Train inspectors on proper category selection to ensure accurate financial reporting
  • Implement agency-specific procedures for invoice printing and delivery
  • Regularly review linked invoices to ensure proper documentation and billing accuracy
  • Use the "Add Multiple Line Items" feature for complex inspections requiring multiple charges
  • Include detailed notes in invoices to provide context for billing decisions

Troubleshooting & FAQs

Q: Why can't I see the invoice option in my inspection record? A: Ensure billing has been enabled in the Inspection Types configuration by an administrator.

Q: Can I modify an invoice after it's been created? A: Yes, use the Options > Edit function to modify linked invoices as needed.

Q: What happens if I don't select "Inspection Fee" as the category? A: The system requires this category selection for proper integration with inspection records.

Q: Can I add multiple line items to a single invoice? A: Yes, use either the "Add Line Item" button multiple times or the "Add Multiple Line Items" option for efficiency.


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