Invoicing - Create Line Item

Invoicing - Create Line Item

Purpose Statement

This feature allows administrators to create customizable line items for invoicing within the Fire/EMS software platform. Line items serve as the foundation for billing services, equipment usage, training sessions, and other departmental activities. This functionality enables departments to establish consistent pricing structures, streamline billing processes, and maintain accurate financial records for both internal operations and external billing to municipalities or insurance providers.

Background Information

Line items are essential components of the invoicing system that define specific services, equipment, or activities that can be billed. They provide standardized pricing structures and categorization for various departmental functions including emergency response services, training programs, equipment usage, and administrative fees. Line items support both flat fee and formula-based pricing models, with formula options specifically designed for automated invoicing workflows. This feature is commonly used by fire departments for mutual aid billing, EMS agencies for transport services, and training divisions for course fees.

Required Permissions

Users must have the following permissions to create line items:

  • Invoicing Module Access: Basic access to the invoicing system
  • Fee Schedule Management: Ability to view and modify fee schedules
  • Line Item Creation: Permission to create new billing line items
  • Billable Category Management: Access to create and modify billable categories (if creating new categories)
  • General Ledger Access: Permission to assign or create general ledger codes (if using accounting integration)

Video


Step-by-Step Guide




1. Click on Invoicing.





2. Click on Fee Schedule.


Click on Fee Schedule.



3. Click on Create Line Item.


Click on Create Line Item.



4. Select the Billable Category.


Select the Billable Category.



5. Click on Add (+ sign) to add a new Billable Category.






6. Enter a Name and then Save to create a new Billable Category.


Enter a Name and then Save to create a new Billable Category.



7. Select a Type, Flat Fee or Formula.


Select a Type, Flat Fee or Formula.


Notes
NOTE: Formula can only be used for the Automatic Invoice feature.  See related articles.



8. Click on Add (+ sign) to add a new Billable Category Type.




9. Enter a Name and then Save to create a new Billable Category Type.


Enter a Name and then Save to create a new Billable Category Type.



10. Enter a name for the new Line Item.


Enter a name for the new Line Item.



11. Select the correct unit (Each or Hourly).


Select the correct unit (Each or Hourly).



12. See related KBA's for Automated Invoice Creation.


See related KBA's for Automated Invoice Creation.



13. Select Flat for Fee Type.


Select Flat for Fee Type.




14. For Flat Fee, enter an amount.


For Flat Fee, enter an amount.



15. Enter a Billing Code, if needed.
Enter a Billing Code, if needed.



16. Select a General Ledger Code, if needed.
Select a General Ledger Code, if needed.



17. Click on Add (+ sign) to add a new General Ledger Code.






18. Enter a Code and Description and select Save.


Enter a Code and Description and select Save.



19. Click on Save.

​
Click on Save.

Best Practices

Naming Conventions:

  • Use clear, descriptive names that identify the service or item being billed
  • Include unit specifications in the name when applicable (e.g., "Engine Response - Per Hour")
  • Maintain consistent naming patterns across similar line items

Category Organization:

  • Group related services under appropriate billable categories
  • Create logical category structures that match your department's operations
  • Use standardized category names across all line items

Pricing Strategy:

  • Review and update pricing regularly to reflect current costs
  • Consider creating separate line items for different service levels or equipment types
  • Document pricing rationale for future reference

Accounting Integration:

  • Coordinate with finance team to ensure proper general ledger code assignments
  • Maintain consistent billing codes for reporting and analysis
  • Regular audit line items to ensure accounting accuracy

Troubleshooting & FAQs

Q: Why can't I select Formula as a Type? A: Formula types are only available when using the Automatic Invoice feature. For manual invoicing, use Flat Fee pricing.

Q: What's the difference between "Each" and "Hourly" units? A: "Each" is used for fixed-price items or services billed as single units. "Hourly" is for time-based billing such as equipment usage or personnel hours.

Q: Can I modify a line item after it's been used in invoices? A: While you can edit line items, changes may affect historical reporting. Consider creating new line items for significant changes rather than modifying existing ones.

Q: Why don't I see the option to create new categories? A: Verify you have the appropriate permissions for Billable Category Management. Contact your system administrator if the Add (+) button is not visible.

Common Issues:

  • Save button not responding: Ensure all required fields are completed before attempting to save
  • General Ledger codes not appearing: Verify accounting integration is properly configured
  • Line item not appearing in invoicing: Check that the line item is assigned to the correct billable category

Related Articles

  • Automated Invoicing - Formula
  • Automated Invoicing - Flat Fee



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