User Guide: Invoice Generation & Payment Notices

Last updated: January 15, 2026

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Overview

After all department reviews are approved, the applicant must pay any remaining fees before the permit can be issued. This guide covers how to generate invoices, send payment notices to applicants, track outstanding payments, and manage payment deadlines.

Workflow Position

[All Reviews Approved] → [INVOICE GENERATION] → [Payment Notice] → [Payment Received] → [Issuance]

Fee Types

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Understanding Fee Structure

Fee Calculation

Permit fees are typically calculated based on:

Fee Schedule

Your organization maintains a fee schedule that defines:

• Base fees by permit type
• Calculation formulas
• Additional charges
• Payment policies

Note: See Fee Definitions & Payment Methods guide for configuration details.

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When to Generate an Invoice

Trigger Points

Generate or check invoices when:

Ready for Invoice View

Create or use a dashboard view showing permits needing invoicing:

Filter Criteria:

• All review status fields = Approved variants
• Payment Status = Not Paid / Partial / Pending
• Issuance Status = Not yet Issued

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Generating an Invoice

Step 1: Open the Permit Record

1. Navigate to the permit from your "Ready for Invoice" queue
2. Verify all reviews are approved
3. Navigate to the Fees or Payments section

Step 2: Review Fee Calculation

Check the calculated fees:

Step 3: Verify Fee Accuracy

Before generating invoice, verify:

• Fee calculation based on correct values
• Correct fee schedule applied
• Any exemptions or discounts applied
• Previously paid amounts credited

Step 4: Generate Invoice

1. Click "Generate Invoice" or equivalent action
2. Confirm invoice details
3. Set payment due date (per policy)
4. Generate invoice document
5. Save/attach to permit record

Invoice Contents

A typical invoice includes:

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Sending Payment Notices

Initial Payment Notice

After generating an invoice:

1. Navigate to the permit's communication options
2. Select "Send Payment Notice" or equivalent
3. Verify recipient email address
4. Review notice content
5. Send notification

Payment Notice Contents

The notice includes:

Sample Payment Notice

Subject: Payment Due - Permit #BLD-2025-001234

Dear [Applicant Name],

Your permit application for [Property Address] has been approved!

Before your permit can be issued, please remit payment for the following:

Permit Fee: $500.00
Plan Review Fee: $150.00
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Total Due: $650.00

Payment Due Date: [Date]

Pay online at: [Payment Portal Link]

Or mail check payable to [Organization] to:
[Mailing Address]

Reference Permit #BLD-2025-001234 on all payments.

Questions? Contact Permitting at [Phone] or [Email].

Thank you,
Permitting Department

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Payment Reminders

Automatic Reminders

Configure automated reminders for:

Note: See Automated Reminders guide for configuration details.

Manual Reminders

To send a manual reminder:

1. Open the permit record
2. Navigate to communication options
3. Select payment reminder template
4. Verify/edit content
5. Send to applicant

Reminder Escalation

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Tracking Outstanding Payments

Payment Status Dashboard

Monitor payments using dashboard views:

Payment Status Fields

Tracking Individual Permits

On each permit record, view:

• Total fees assessed
• Amount paid
• Balance remaining
• Payment history
• Invoice dates
• Due dates

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Handling Payment Scenarios

Partial Payment

When applicant makes partial payment:

1. Record payment received
2. Update payment status to "Partial Payment"
3. Calculate remaining balance
4. Send updated invoice/notice showing balance due
5. Continue monitoring until paid in full

Payment Plans

If payment plans are allowed:

1. Verify eligibility per policy
2. Create payment plan agreement
3. Set up installment schedule
4. Track each installment
5. Issue permit after plan completion or first payment (per policy)

Payment Disputes

If applicant disputes charges:

1. Review the fee calculation
2. Verify correct fee schedule applied
3. Check for calculation errors
4. Document your findings
5. If adjustment needed, process fee correction
6. If charges are correct, explain to applicant
7. Escalate to supervisor if unresolved

Fee Adjustments

To adjust fees (with authorization):

1. Obtain supervisor approval for adjustment
2. Document reason for adjustment
3. Update fee record
4. Generate corrected invoice
5. Notify applicant of correction

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Payment Methods

Available Payment Options

Recording Payments

When payment is received:

1. Navigate to the permit's payment section
2. Click "Record Payment" or equivalent
3. Enter payment details:
   • Payment method
   • Amount received
   • Transaction reference
   • Date received
4. Save the record
5. Payment status updates automatically

Payment Confirmation

After payment is recorded:

• Applicant receives payment confirmation
• Permit status updates
• Permit moves to "Ready for Issuance" (if fully paid)

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Past Due Management

Identifying Past Due Accounts

Use dashboard filters to find:

• Permits with due date in past
• Permits with payment status "Past Due"
• Permits approaching deadline

Past Due Actions

Cancellation for Non-Payment

If payment is not received after all notices:

1. Review permit per cancellation policy
2. Send final warning to applicant
3. Obtain supervisor approval for cancellation
4. Cancel the permit application
5. Document reason as "Non-payment"
6. Notify applicant of cancellation

Note: Policies vary - follow your organization's procedures.

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Refunds

When Refunds Apply

Refunds may be appropriate for:

• Duplicate payments
• Overpayments
• Withdrawn applications (per policy)
• Cancelled permits (per policy)
• Fee calculation errors

Refund Process

1. Verify refund is appropriate per policy
2. Obtain supervisor approval
3. Document refund reason
4. Process refund through your organization's refund procedures
5. Update permit payment records
6. Notify applicant

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Best Practices

For Invoice Generation

1. Verify fees before invoicing - Double-check calculations
2. Invoice promptly - Don't delay after approval
3. Include all fees - Avoid supplemental invoices when possible
4. Clear documentation - Itemize charges clearly
5. Accurate due dates - Calculate per policy

For Payment Notices

1. Send immediately - Applicants are waiting
2. Be clear - Explain what's due and how to pay
3. Include payment link - Make it easy to pay online
4. Provide contact info - Answer questions quickly
5. Track delivery - Confirm notices are received

For Collections

1. Monitor regularly - Check past due accounts daily
2. Be consistent - Follow policy for all accounts
3. Document everything - Track all communications
4. Escalate appropriately - Involve supervisor when needed
5. Be professional - Courteous but firm

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Troubleshooting

Common Issues

Q: Fee calculation seems incorrect. A: Review the fee schedule and calculation factors. Check project value, square footage, and permit type. Contact administrator if fee schedule may need updating.

Q: Applicant says they paid but system shows unpaid. A: Check payment records for the payment. If paid by check, it may still be processing. Ask for transaction confirmation from applicant.

Q: Payment portal link doesn't work for applicant. A: Verify the link in the notice. Check applicant's permit number. May need to resend or provide alternative payment method.

Q: Applicant wants fee waived or reduced. A: Review waiver/reduction policies. If eligible, obtain supervisor approval. If not eligible, explain the fee requirements.

Q: Invoice was sent to wrong email address. A: Update applicant's email in system. Resend invoice to correct address. Document the correction.

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Related Guides

• End-to-End Payment Lifecycle - Complete payment process overview
• Payment Management - Administrative payment functions
• Fee Definitions & Payment Methods - Fee configuration
• Automated Reminders - Setting up payment reminders
• Permit Issuance & Completion - Next steps after payment

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Quick Reference: Invoice Workflow

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For questions about fee calculations, payment policies, or refund procedures, contact your supervisor or Finance Department.