Invoicing System Overview

The Invoicing System allows users to search and manage invoices associated with the various records within the permitting, projects, code enforcement, licensing, and fire safety inspection modules. It provides direct access to invoices for the management of payments and other invoice activities. Invoices can also be accessed within each module’s record.

Dashboard

The Dashboard shows the status of accounts receivable across all modules. Aged Receivables are tracked from 0 to 30 days, 30 to 60 days, 60 to 90 days, and over 90 days. The system has the ability to export invoices over 90 days to a collection agency. Unpaid invoices can result in "bad debt" and their costs removed from the system.

The top section shows a graphical view of invoicing for the past 6 months.

The Dashboard also lists all open (unpaid or partially paid) invoices by age for ease of tracking. Each invoice record has a link directly to the specific invoice.

Invoices

The Invoices screen provides a list of all invoices, a search interface, and the option to bulk print invoices. The list functionality is identical to the list and search features available in all modules. Each column is sortable by using the header name and links to each record are available. The list also provides a total of all invoice amounts charged and the balance due on the last page of the invoice lists. The search feature is activated by clicking the Open/Close Search button.

Customers

The system contains a customer account system. Each customer that is identified as a “billed to” in the invoice record has an account in the system. The account number is assigned by the software and is unique to each customer. The account is based on the unique combination of the customer's name and phone number.

Customers can review all their invoices in the public portal under “My invoices”. Staff can search for customers and review their accounts.

The customer account will list each invoice associated with the customer with a link to that invoice.

Users can also view all unpaid invoices associated with a customer and generate a statement to email the customer of all unpaid invoices.

Departments

The system allows for the tracking of invoices and payments to specific departments. This feature provides a department drop-down list in the invoice creation process. To enable, navigate to the Invoicing Settings area of Organizational Settings and check the Associate Invoices for Departments option. 

Cash Drawer

This area allows the user to manage cash transactions not associated with any record in CivicGov. To use the system, at least one fee must be assigned to the “misc. fee” category. Contact CivicPlus support if this feature is required.

General Ledger

The General Ledger (GL) provides a list of all fees in the system across all modules. Users can sort by specific fee category associated with the various modules. Fee fields are searchable. The user can print or export the ledger to a CSV.