Late Fee Configuration

Late fees let you automatically add charges to invoices that are not paid by the due date.

You can set the fee as either:

• A flat amount
• A percentage of the invoice total

You also choose how many days past due the invoice must be before the fee is applied.

Late fee rules are assigned at the customer level.

This means all future invoices for that customer will follow the selected late fee rule.

This setup is useful for cases such as:

• Code enforcement
• Sidewalk repairs
• Damage fees
• Rental or facility inspections

When applied, the late fee appears as a separate line item on the invoice.

It also flows into financial reports such as:

• Outstanding AR Report
• Receipt Transaction Detail Report

Navigation

Go to: Billing AR module > Data Management > Late Fee Configuration

Part 1: Create Late Fee Rules

Step 1: Open Late Fee Configuration

Go to the Billing AR module and select Late Fee Configuration.

This area lets you create and manage multiple late fee rules.

Step 2: Define the Late Fee Rule

Each rule includes these settings:

Example rule names:

• Facility Rental Late Fee
• Code Enforcement Late Fee
• Annual Inspection Late Fee

In the training example, the rule used was Annual Inspection.

After entering the details, save the rule.

The rule will then be available for assignment to customers.

Part 2: Assign Late Fee Rules to Customers

Step 1: Open the Customer Form

Go to: Billing AR > Forms > Customer Form

Create a new customer or open an existing customer profile.

Step 2: Select the Late Fee Rule

In the customer form, find the Late Fee Configuration dropdown.

Select the correct late fee rule from the list.

Once assigned, all future invoices for that customer will automatically apply the late fee when payment is not received by the due date.

After saving the customer, the configuration is active.

Part 3: Create an Invoice with Late Fees

Step 1: Create the Invoice

From the Billing AR module, create a new invoice for the customer.

In the training example, the invoice was backdated to show how late fees appear.

Step 2: Allow the System to Apply the Late Fee

When the invoice becomes past due based on the rule settings, the system automatically adds the late fee as a separate line item on the same invoice.

This helps the customer see the charge clearly.

It also supports accurate financial reporting.

Part 4: Reporting and Financial Impact

Late fees applied to invoices appear in:

• Outstanding AR Report
• Receipt Transaction Detail Report

These reports help you track:

• Unpaid balances
• Late fee revenue
• Customer payment behavior

By assigning late fees at the customer level, you create a consistent process for all future invoices for that customer.

This helps streamline billing operations and improves financial tracking.

Process Summary