Creating an Invoice

Creating an Invoice

Purpose Statement

To demonstrate how to create invoices on the First Due Platform for billing services, permits, inspections, and other departmental activities. This feature enables Fire/EMS departments to efficiently generate professional invoices with proper billing details, line items, fees, and payment tracking capabilities.

Background Information

The Invoice creation feature is a core component of the First Due Platform's financial management system. It allows departments to bill for various services including inspections, permits, training, equipment usage, and other departmental activities. Invoices can be created as standalone documents or generated directly from within inspections and permits. The system supports multiple billing scenarios including service address billing, vendor billing, and walk-up sales. Integration with the fee schedule ensures consistent pricing and compliance with departmental billing policies.

Required Permissions

  • Access to Invoicing module
  • Create Invoice permission
  • View/Edit Fee Schedule (if modifying line items)
  • Vendor Management (if billing vendors)
  • Invoice Contact Management (if editing contact information)

Video


Step-by-Step Guide




1. Click on Invoicing.


Click on Invoicing.



2. Click on Invoice List.


Click on Invoice List.



3. Click on Create Invoice.


Click on Create Invoice.



4. Enter a local reference ID, if needed.


Enter a local reference ID, if needed.



5. Department contact will be the signed in user, can be changed to other department member.


Department contact will be the signed in user, can be changed to other department member.



6. Select Add Billing Details.


Select Add Billing Details.



7. Select Billing Type.


Select Billing Type.



8. Option 1A: Billing Address same as Service Address.
  1. Enter a Location Name and select, or see next step.






9. Option 1B: Billing Address same as Service Address.
  1. Enter an address and select the Occupancy Address.






10. Option 2A: Billing Address Different than Service Address.
  1. Enter a Location Name and select, or see next step.






11. Option 2B: Billing Address Different than Service Address.
  1. Enter an address and select the Occupancy Address.






12. Option 2: Enter Billing Address.






13. Option 3: To Invoice a Vendor, Select Bill vendor for this Service Address.






14. Enter Vendor name and select.


Enter Vendor name and select.



15. Search and update Vendor List, if needed.


Search and update Vendor List, if needed.



16. Update Invoice Contact, if needed.


Update Invoice Contact, if needed.



17. Click on Edit contact if the contact needed to be edited.


Click on Edit contact if the contact needed to be edited.



18. Update information and select apply.


Update information and select apply.



19. Click on Add contact if you need to add a contact.


Click on Add contact if you need to add a contact.



20. Enter information and then select apply.


Enter information and then select apply.



21. Option 4: No Service Address
  1. Vendor required - Type in vendor name or use the blue icon on the right to open the vendor directory to add a vendor
  2. You may need to add your fire department as a vendor for walk up sales on department items





22. Add attachments, if needed.


Add attachments, if needed.



23. Link to Inspection(s) or Permit(s), if needed.


Link to Inspection(s) or Permit(s), if needed.



24. Due date is 30 days from the Invoice date. Update, if needed.
  1. The Due Date (Payment Terms) period can be updated in Invoice Setup > System Options


Due date will be 30 days from the Invoice date. Update, if needed.



25. Click on Add Multiple Line Items to add multiple line items at one time.


Click on Add Multiple Line Items to add multiple line items at one time.



26. To filter the Fee Schedule list, select Categories and Types.


To filter the Fee Schedule list, select Categories and Types.



27. Select line items an needed.


Select line items an needed.



28. Click on Apply.


Click on Apply.



29. Click on Add Line Item to add a single line item.


Click on Add Line Item to add a single line item.



30. Enter text and select.


Enter text and select.



31. Update from Each to Hourly, Quantity, Price, update Service Date if needed, and Notes, if needed. Select the Checkmark to add the Line Item or the X to delete.


Update from Each to Hourly, Quantity, Price, update Service Date if needed, and Notes, if needed. Select the Checkmark to add the Line Item or the X to delete.



32. Add Fee, if appropriate.


Add Fee, if appropriate.



33. Fee can be based upon Invoice Total or Specific Line Items (#1), Percentage Applied to Invoice Total or Specific Line Items (#2), Fee Name (#3), Service Date (#4), calculated fee applied (#5), select Save (#6).
  1. Added fee can be set as a percentage only.
  2. Example Fees: Service Fee, Technology Fee, etc.






34. Added Fee example:





35. Enter Notes, if desired.
  1. NOTE: Any notes entered can be set to print on the print page and will be seen by the Invoice contact.
    1. Notes can be added to the print page using the dtf tag: Invoice - Invoice Public Note
  2. Apply text tools to the notes as needed.






36. Enter text to Search line items.


Enter text to Search line items.



37. Click on Apply Payment to record a payment, if appropriate.


Click on Apply Payment to record a payment, if appropriate.



38. Click on Discount to record a Discount, if Appropriate.


Click on Discount to record a Discount, if Appropriate.



39. Click on Print/Send to send or print the Invoice.






40. Click on Send Email or Print & Mark Mailed.


Click on Send Email or Print & Mark Mailed.



41. Click on Close.


Click on Close.



42. Click on Save or Close.
  1. System will detect to save if needed and present a modal to confirm by selecting Yes.


Click on Save or Close.

Best Practices

Invoice Organization
  • Use consistent local reference IDs for internal tracking
  • Link invoices to related inspections or permits when applicable
  • Attach supporting documentation before sending
Billing Accuracy
  • Verify billing address matches intended recipient
  • Double-check line item quantities and pricing
  • Review calculated totals before sending
  • Use appropriate fee categories for consistent reporting
Communication
  • Include clear notes explaining charges when necessary
  • Set appropriate due dates based on departmental policy
  • Use professional language in notes that will be visible to recipients
Record Keeping
  • Save invoices before closing to maintain proper records
  • Apply payments promptly when received
  • Use vendor billing option for consistent contractor invoicing

Troubleshooting & FAQs

Q: Can I create invoices from inspections or permits? A: Yes, invoices can be created directly from within inspections and permits. See related articles for specific instructions.

Q: How do I change the default 30-day payment terms? A: Update payment terms in Invoice Setup > System Options to change the default due date period.

Q: What if I need to bill a vendor that's not in the system? A: Use the blue icon next to the vendor field to access the vendor directory and add new vendors as needed.

Q: Can I modify line item pricing? A: Yes, you can adjust pricing for individual line items, but ensure changes comply with your departmental fee schedule policies.

Q: How do I handle walk-up sales or internal departmental purchases? A: Add your fire department as a vendor in the system, then use the "No Service Address" option with your department selected as the vendor.

Q: Why can't I see certain fee schedule items? A: Use the Categories and Types filters to expand the available fee schedule options, or verify you have appropriate permissions to access specific fee categories.

Related Articles

  • Create Invoice When Recording an Inspection
  • Create Invoice while creating a Permit

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