Create Invoice while creating a Permit

Create Invoice while creating a Permit

Purpose Statement

To demonstrate how to create an Invoice while creating a Permit, allowing users to generate billing documentation directly within the permit creation workflow. This streamlined process ensures accurate invoicing tied to specific permits and reduces administrative overhead by eliminating the need for separate invoice creation steps.

Background Information

The integrated invoice creation feature allows Fire/EMS departments to generate billing documentation simultaneously with permit creation. This workflow is particularly valuable for departments that charge fees for permits, inspections, or related services. By creating invoices during the permit process, users ensure proper documentation linkage and maintain accurate financial records from the initial application stage.

Required Permissions

  • Permit creation permissions
  • Invoice creation and management permissions
  • Access to the Permits module

Video


Step-by-Step Guide




1. Click on Permits.


Click on Permits.



2. Click on Permits.


Click on Permits.



3. Click on New Permit.


Click on New Permit.



4. Enter Occupancy Address, Application Received Date, Permit Type, Notes (Optional), and select Save.


Enter Occupancy Address, Application Received Date, Permit Type, Notes (Optional), and select Save.



5. Enter all needed data for the Permit - See the related KBA for detailed information.


Enter all needed data for the Permit - See the related KBA for detailed information.



6. To create an Invoice for this Permit, click on Invoices.


To create an Invoice for this Permit, click on Invoices.



7. Click on Add New.


Click on Add New.



8. Enter all information needed on the Invoice. See the related KBA for details.


Enter all information needed on the Invoice. See the related KBA for details.



9. Click on Close when done creating the Invoice.


Click on Close when done creating the Invoice.



10. They system will detect changes. Click on Yes to save. The user will land back on the Edit Permit page.


They system will detect changes. Click on Yes to save. The user will land back on the Edit Permit page.



11. The new Invoice will be automatically linked to the Permit. Click on Link Permit to link with an Inspection and/or additional Invoices.






12. Example - Automatically linked Permit to the Invoice.


Example - Automatically linked Permit to the Invoice.



13. After all permit details are entered and the Permit is printed or emailed, click on Close.

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After all permit details are entered and the Permit is printed or emailed, click on Close.

Best Practices

  • Create invoices immediately after entering basic permit information to ensure proper linkage
  • Verify all invoice details before closing to avoid revision requirements
  • Use consistent billing codes and fee structures across similar permit types
  • Review linked relationships before finalizing permits to ensure accuracy
  • Save permit progress frequently during data entry to prevent data loss

Troubleshooting & FAQs

Q: What happens if I forget to save before closing the invoice? A: The system will prompt you to save changes. Always click "Yes" to preserve your invoice data and maintain the permit-invoice linkage.

Q: Can I create multiple invoices for a single permit? A: Yes, use the "Link Permit" function to associate additional invoices with the same permit as needed.

Q: What if the automatic linking doesn't occur? A: Use the "Link Permit" feature manually to establish the connection between the permit and invoice. Contact system support if linking issues persist.

Q: Can I edit the invoice after it's been linked to the permit? A: Yes, access the invoice through the permit interface and make necessary modifications. Changes will be automatically saved to the linked record.

Related Articles

  • Creating a New Permit
  • Creating an Invoice
  • Managing Permit Workflows
  • Invoice Management and Billing
  • Linking Permits to Inspections

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