Form Builder - Invoicing Tables

Form Builder - Invoicing Tables

Purpose Statement

The Invoice Table Block functionality in Form Builder enables users to create comprehensive invoicing forms by adding specialized table blocks that automatically populate with relevant financial data. This feature streamlines the invoicing process by providing pre-configured table structures for different invoice components, ensuring consistency and completeness in financial documentation for fire departments and EMS agencies.

Background Information

Invoice Table Blocks are specialized form elements within the Form Builder that automatically display financial data when present. These blocks are designed to handle various aspects of the invoicing process, from line items and discounts to payment tracking and refunds. The blocks only appear on printed forms when they contain actual data, keeping forms clean and relevant. This functionality is particularly valuable for departments that need to generate professional invoices for services, permits, inspections, or training programs while maintaining accurate financial records.

Required Permissions

To add and configure Invoice Table Blocks in Form Builder, users must have:

  • Form Builder access permissions
  • Invoicing Module permissions
  • Edit permissions for the specific form being modified

Video


Step-by-Step Guide




1.  Create a new form or select edit to edit an existing form.






2. Mouse over in the left margin at the current block and select the + sign to add a Table Block under the current Block.





3.  Select Checklist (Inspection), Addendum (Inspection), Line Item, Discount, Payments, Refund, or Total "Invoice value" Table from the dropdown menu.






4. Tune Options:
  1. Convert to Text, List, Quote, or Checklist (optional)
  2. Move up and down
  3. Delete (select the X 2 times).






5. Example Form displaying the Tables available in the Invoice Form Builder.
  1. Note: The table blocks will only appear in the printed form if there is data in the respective blocks.


Best Practices

Do:

  • Select table types that match your specific invoicing needs
  • Position tables in logical order (line items first, then discounts, payments, and totals)
  • Test forms with sample data to verify proper table display
  • Use consistent table formatting across similar forms

Don't:

  • Add unnecessary table blocks that won't contain data
  • Delete table blocks without confirming the action (remember the double-click requirement)
  • Mix incompatible table types that could confuse the invoice flow

Tips:

  • Table blocks automatically populate based on invoice data, reducing manual entry
  • Empty table blocks won't clutter printed forms, so it's safe to include potentially relevant tables
  • Consider the order of operations for financial calculations when positioning discount and total tables

Troubleshooting & FAQs

Q: Why don't my invoice tables appear on the printed form? A: Invoice table blocks only display when they contain actual data. If no corresponding invoice information exists, the table block remains hidden on the printed form.

Q: Can I modify the appearance of invoice tables after adding them? A: Yes, use the tune options to convert table formats, reposition blocks, or delete unnecessary tables. Format changes apply immediately to the form layout.

Q: What's the difference between Line Item and Checklist (Inspection) tables? A: Line Item tables are for general service charges, while Checklist (Inspection) tables are specifically designed for inspection-related fees and charges tied to inspection workflows.

Q: How do I ensure proper calculation order for discounts and totals? A: Position discount tables after line item tables but before total tables to ensure proper mathematical sequence in invoice calculations.

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