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Create and Send an Invoice

Create and Send an Invoice

Eproval makes it easy for individual departments to generate invoices for costs related to a specific application, and then send that invoice to the applicant.

Steps

Before you can generate invoices, invoice templates need to be set up. If you’re unsure, contact your permit manager to make sure this has been completed before proceeding.

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

  2. At the top of the application, select the Billing tab.

    An image of the Billing tab with a single invoice line showing.

  3. Scroll down to the bottom of the list of previously generated invoices (if none have been generated this list will be blank).

  4. Click Create Invoice

  5. The Create Invoice page appears. Here, you’ll use an existing template to generate an invoice for your department.

  6. Click  Select Template.

    Select template dropdown menu shown.

    Note: Although you see a “Waiting for Template” message, the system isn’t waiting for a template to load. This is the area where you’ll select a department in the next step.

  7. Once you select your template, you’ll be able to choose the department this invoice will come from. Click the dropdown menu and select your Department.

    Select department dropdown menu shown, which is only available after you select an invoice template.

  8. The areas you can manually fill out on the invoice will depend on the template. These will either be grey boxes (optional information) or red boxes (required information). Click in the box to add the applicable information.

    Image showing required information that needs to be completed on an invoice.

  9. Depending on the template, you may already have items added to the invoice, or the Items area will be empty. Each item has an associated cost that is then calculated into the overall invoice amount.

  10. To add an item, click +Add Item and select from the list of available items. Repeat this for all of the items you want to add.

  11. Each item has a default Unit Cost and Quantity. Again, depending on the template, you may be able to modify those amounts. Click on the amount and then either enter a new amount, or use the up and down arrows to increase or decrease the amount by 1.

  12. If you need to delete an item, click the trash can icon on the item’s row.

  13. Once you’ve filled out your information and added items you can save a draft or activate the invoice.
    Note: You will need to enter all required information to activate an invoice, but you can save a draft at any point.

    • To save a draft, click Save Draft. You’ll get a message at the top of the page indicating that the draft has been saved.

    • To send the applicant the invoice, click Activate Invoice. You’ll get a message at the top of the page indicating that the invoice has been sent.

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