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Create an Invoice

Create an Invoice

You can create invoices for individual applications that can be sent to the applicant. Invoices are built from Templates that include your custom layout and branding and provide a detailed breakdown of fees.

Steps

  1. Open the application you want to create the invoice for.

  2. At the top of the application, select the Billing tab. If you don't see the row of tabs, make sure you're at the top of the application or select Application Review from the Application Tools menu.

    Image of the top row of tabs for an application, with the Billing tab highlighted.

  3. Click Create Invoice.

  4. Click the Select template dropdown and select the template you want to use for the invoice. There could be several options to choose from, but you need to have at least one template in the system to be able to create an invoice.

    Image with the Sele t Template dropdown selected showing one available template to choose.

  5. The invoice generates using data from the application such as the Applicant's Name, the Application Name, and the Application ID#.

  6. The system will add email addresses for the internal and external contacts that will receive notifications when payments are made. This will be the Permit Manager for the internal contact, and the Applicant for the external contact. You can change both of these for this specific invoice.

    • Change the internal contact by updating the Send successful payment notification to field.

    • Change the external contact by updating the Send payment receipt to field.

      Shows the fields for adding internal and external contacts to receive payment notices.

  7. The Invoice Date defaults to today's date, but you can click on that to choose a different date from the calendar.

  8. A Due Date is required. Click in the field and choose the date from the calendar.

  9. Depending on your template, you may already have billing items in the invoice, or it may be blank. To add an item to the invoice, click Add Item.

    Image showing a blank invoice with the Add Item button highlighted.

  10. You can search for items by typing in the Search box. You'll see the results as you type, along with a short description of each item.

    Shows the Item Search field and results with "Fee" typed into the Search field.

  11. Choose from the list of items and the item will populate in the invoice with a quantity of 1. Items could have a flat fee, daily rate, or hourly rate. The Unit Cost column shows the rate. You can adjust the quantity by clicking in the Quantity column and either manually entering the number, or using the up or down arrows. When you adjust the quantity, the Amount column adjusts accordingly.

    Shows items added to the invoice with the Unit Cost, Quantity, and Amount columns.

  12. You can add as many items as needed. To delete an item, click the Delete icon (trashcan) in the item's row. Note that this action is immediate and you won't get a confirmation message before the item is removed.

  13. The invoice automatically adds and calculates additional administrative fees and taxes and creates a Balance Due for the applicant.

  14. Click Save Draft at the bottom of the page to save the invoice. Applicants won't be able to see draft invoices and you can keep them in this state as long as you like, but keep in mind the Invoice Date and Due Date: you may want to adjust these if the invoice stays as a draft for any length of time.
    Note: You can save a draft of the invoice at any time and come back later to add or remove more items.

  15. Once you're ready for the invoice to be sent out, click Activate Invoice. The applicant can now access the invoice in the Billing tab on their application.

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