Invoicing Setup

Invoicing Setup

Purpose Statement

The Invoicing Setup feature allows agencies to configure their invoicing system for automated billing and payment processing. This setup enables departments to streamline revenue collection for inspections, permits, and other services while maintaining professional communication with customers and ensuring compliance with agency billing requirements.

Background Information

Proper invoicing setup is essential for agencies that charge fees for services such as fire inspections, permit reviews, plan reviews, and other regulatory activities. This feature integrates with your agency's existing workflows and can utilize GIS assessor data for accurate billing contacts. The system supports automated invoice generation, email delivery, and follow-up actions based on payment status.

Required Permissions

To complete invoicing setup, users must have:

  • Administrative permissions for the Invoicing module
  • Email configuration permissions
  • System Options modification rights
  • Access to manage agency-wide settings

Video



Step-by-Step Guide




1. Navigate to to the Invoicing Module.





2. Select Invoice Setup.






3. Enter any Notes that you need.






4. Select the Email section.


Select the Email tab.



5. Outgoing Email Address - Option #1:
  1. Use the Default Email (invoice@firstduesizeup.com).





6. Outgoing Email Address - Option #2, Step 1:
  1. Select Use specified agency email address and enter the email address to use. See the Related Article "Inspection Type Part 4 – Email" Step 9.
    1. Entering the Token Names and Values for an Inspection Type will allow you to use the same agency email address domain as the outgoing email address for Invoices.






7. Outgoing Email Address - Option #3:
  1. Use Custom Sender Name (No-Reply is default, change to what you need).
  2. See example below.








8. Toggle on to have an option to CC the Invoice to the signed in user:






9. Enter default recipient(s) for outgoing Invoice Reports.  Email addresses outside of your agency personnel can be added.
  1. Check CC Me to always include the signed in user as a default recipient.





10. Enter text for the email message body.  Use the formatting tools to format your text.







11. Next, select the System Options tab.






12. Toggle on to make a unique 9-diget Reference ID, if needed.






13. Enter Payment Terms:
  1. Days from creating Invoice to Due Date.
  2. 30 Days is default.





14. Enable Automated Invoice Actions to Auto-Switch Invoice Form Based on Days Overdue (#1).
  1. Set number of days (#2).
  2. Set Before/After due date (#3).
  3. Set form to switch to (#4).  If the form shouldn't change, select the "Keep Current Form" option.
  4. Enable Auto Email to deliver the updated Invoice via email to the Invoice Contact (#5).
  5. Select "+" to add a row and then set data (#6), repeat steps 2-5.






15. Enable Use GIS Assessor Contact for Invoicing.
  1. When enabled, invoices for occupancy related items will automatically use the GIS Assessor Contact as the billing recipient if one exists in the occupancy contact list.  The billing address will be updated to the Assessor's listed address, ad the contact will be added to the occupancy record for invoicing purposes.  If no GIS Assessor Contact is found, the default invoicing behavior will apply.
  2. The GIS Assessor Contact is not editable. 






16. Select Save when done.



Best Practices

  • Test email configurations with a small group before full deployment
  • Regularly review and update payment terms based on your agency's cash flow needs
  • Use clear, professional language in email message bodies
  • Set up automated actions strategically to maintain positive customer relationships
  • Keep detailed notes in the setup for future reference and staff training
  • Ensure GIS assessor data is current and accurate before enabling that feature
  • Review default recipients periodically to ensure appropriate personnel receive invoice copies

Troubleshooting & FAQs

Q: Why aren't my invoices being sent automatically? A: Check that your email configuration is complete and test the outgoing email address. Verify that automated actions are properly enabled and configured.

Q: Can I use multiple email addresses for different types of invoices? A: The system uses one primary outgoing email address, but you can add multiple default recipients and configure different automation rules.

Q: What happens if the GIS Assessor Contact is incorrect? A: Since GIS Assessor Contacts are not editable within the invoicing system, you'll need to correct the data at the source (GIS system) or disable this feature and use manual contact entry.

Q: How do I modify the invoice forms used in automated actions? A: Invoice forms are configured in the Forms section of the system. Create or modify forms there, then reference them in the automated actions setup.

Related Articles

  • Inspection Type - Part 4: Email

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