Creating & Managing Fees

This guide shows you how to create and manage fees in the system. You will learn the different types of fees, how to choose the right one, and how to add or edit fees so they work correctly in your records.

By the end of this guide, you will be able to set up fees easily and make sure they are accurate for all records.

Who is this for?

System Administrator | Container Administrator

Important Note

This guide is designed for Administrators responsible for configuring fees across the whole system or in specific modules. Your exact steps may vary depending on your role and agency setup.

What are Fees?

Fees are charges that are applied to records such as permits, licenses, or other services. They are used to cover costs, support programs, and ensure that rules and regulations are followed. In your CivicPlus system, fees are designed to streamline this process, making it faster and easier for administrators to manage charges across all records. The system allows you to create different types of fees to meet your specific requirements. You can also require fees so that they appear automatically on all records for a particular type or subtype, saving time and reducing the chance of errors.

Understanding fees and how they work in CivicPlus helps you maintain accuracy, improve efficiency, and ensure consistent billing. For example, if a building permit requires a flat inspection fee, automating that fee means it will appear on every relevant permit without requiring manual entry. This automation allows you to focus on other tasks while ensuring that the right fees are applied consistently. By using the system’s features, you can make fee management faster, simpler, and more reliable, while also maintaining compliance with your organization’s policies.

Basic Types of Fees

There are several types of fees in the CivicPlus system, and understanding the differences between them ensures that the correct fee is applied in each situation.

1. Flat Fee: A Flat Fee is a set amount that stays the same. For example, a $25 permit application fee stays the same whether one person applies or ten. Use this when you want a predictable, easy-to-apply charge.

2. Per Piece Fee: A Per Piece Fee is charged based on the number of items or units. The more items there are, the higher the total. For example, you might charge $2 for every fire alarm. This fee works well when the cost increases with quantity.

3. Percentage Fee: A Percentage Fee is calculated as a portion of a total amount. For example, an admin fee might be 2% of a project’s total cost. Use this when fees need to scale with the size or value of a project.

4. Square Footage Fee: A Sqaure Footage Fee is based on the size of an area, like a building or land. For example, $1 per square foot of a new construction project. This is helpful when costs are tied to space.

Understanding these fee types helps you choose the correct method for billing and ensures that totals are accurate. Using the wrong type of fee can lead to mistakes and require extra work to correct. By leveraging the flexibility in CivicPlus, you can assign the correct fee type to each record automatically, which helps reduce errors and speeds up your workflow.

How to Add a New Fee

Adding fees correctly is essential for accurate billing and recordkeeping. The CivicPlus system makes this process simple by allowing you to set up fees, choose their type, and automate their application to the appropriate records.

1. Sign in to your CivicPlus website.

2. Navigate to the left-hand sidebar and click the dropdown menu for Admin Tools and select Database Management.

   

3. Click into the Utility Module.

   

4. Scroll down to Add Fees near the bottom of the page.

   

5. Enter your Fee Title and Amount.

   

   Note: Where you enter the amount depends on the type of fee you’re setting up:

   • Flat Fee: Enter the amount in the Amount field.

   • Per Piece Fee: Enter it in the Fee Per Piece field.

   • Percentage Fee: Enter the percentage in the Percent of Cost field.

   • Square Footage Fee: Enter the rate in the Per Square Foot Fee field.

6. Scroll to the bottom of the page and click Save Fee Values.

   

How to Edit a Fee

Editing fees is necessary when costs change, rules are updated, or a fee was entered incorrectly. CivicPlus allows you to make these changes easily while keeping automation and record consistency intact.

1. Sign in to your CivicPlus website.

2. Navigate to the left-hand sidebar and click the dropdown menu for Admin Tools and select Database Management.

   

3. Click into the Utility Module.

   

4. Locate and find the fee you would like to edit from the list.

   

5. Once the fee is open, you can adjust the following:

   • Fee Amount – Enter the new amount you’d like to apply.

   • Fee Type – Update the fee type (e.g., flat fee, per piece, percentage, or square footage fee).

   • Transaction Code – Update the transaction code as needed.

   • Sub-Transaction Code – Adjust or assign a new sub-transaction code if applicable.

   Note

   You cannot change the name of a fee. If a new name is needed, you’ll need to create a new fee instead. (Follow the steps in the How to Add a New Fee section.)

   

6. After making your changes, click Save Fee Values to apply the updates.

   

Knowledge Check