Questions & Answers
Frequently Asked Questions
Common questions about Accounts Receivable
Civic Accounts Receivable handles all non-tax municipal receivables — facility rental invoices, development charges, engineering and inspection fees, recreational program fees, inter-municipal billings, grant receivables, licensing fees, fire inspection fees, water/sewer connection charges, and any other fee-for-service revenue. Each revenue type has its own GL coding, HST treatment, payment terms, and collection policy. The system also manages progress billing for development agreements with milestone tracking and holdback management.
Civic AR integrates with your General Ledger through real-time journal posting — every invoice, payment, adjustment, and write-off creates the corresponding GL entries automatically. If you use Civic Financial Core, it is a native integration. For third-party GL systems (Oracle, SAP, Sage, etc.), REST APIs and file-based import/export provide bi-directional synchronization. Chart of accounts, GL period management, and budget data all sync. The goal is zero manual GL journal entries for AR transactions.
Yes. One-time invoices are created manually or from templates with full flexibility on line items, GL coding, and terms. Recurring billing schedules automate repetitive invoicing — facility rental agreements, monthly lease payments, instalment plans, or quarterly service fees. The Recurring Invoice Engine generates invoices on schedule, routes them through approval workflow, and delivers them automatically. Batch processing handles hundreds of recurring invoices in minutes.
Yes. The Progress Billing Engine supports development charge billing with milestone-based invoicing tied to development agreements. Track total contract value, billed-to-date, holdback retention, and remaining balance. Milestone completion triggers invoice generation. Deposit management tracks engineering review deposits, securities, and refundable guarantees with interest calculation where required. Year-end reporting aligns with Development Charges Act reserve fund disclosure requirements.
Comprehensive real-time reporting includes: AR aging schedules (current/30/60/90/120+ days) by customer, department, and revenue type; Days Sales Outstanding (DSO) trending; collection rate and performance analytics; revenue by department with budget-to-actual comparison; payment method analysis; year-end audit packages including confirmation letters and transaction registers; and AI-powered revenue forecasting. Reports are available on-demand in PDF, Excel, and CSV formats with drill-down to invoice-level detail.
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