Municipality Fee Collection: Online and Offline Payments with CX2

Assessing and collecting fees is a critical part of running a municipality. CivicXpress provides a flexible, yet easy-to-use, payment tool for municipality fee collection.  The CivicXpress payment tool also covers both online and offline payments (aka counter payments). CX2 is the only multi-municipality capable solution on the market offering perks for your customers!  Contractors, citizens or vendors are able to make a single online payment for multiple fees, across multiple transactions, across multiple municipalities. In English, a contractor can pay their fees for your permits as well as the neighboring municipality’s permits with a single credit card transaction. So yeah, that’s convenient for everyone when it comes to municipality fee collection!

Assessing Fees

Any form in CX2 can have associated fees. We also assign every fee assessed to your internal accounting codes, making your accounting department VERY happy! Currently, we automate the creation of fees for the following:

  • Flat Fees: Often used for a submission fee for a form application.
  • Square Footage Fees: Used to calculate a fee using the total Square Footage multiplied by a fee per Square Foot.
  • Unit Fees: Can be used to calculate a fee based on a total number of units. Example, if a city charges $1.20 per linear foot to lay pipe through a right-of-way, we could use the unit fee to represent the linear feet required to complete the job.
  • Basement Fees: If you have extra fees for properties with a basement, you can charge that additional fee.  Basements often require additional inspections which may result in additional fees being added to a form.
  • State Fees: Some states require the collection of state fees as being a % of the total fees assessed by the local municipality. We can do that too!

CivicXpress has the ability to auto-generate fees for inspections, including fee escalations. Additionally, each municipality can create an unlimited number of fee types that can be manually added to a form at any time.

The following are our automated fee creation settings for CX2 Forms:

Assessing Fees

Manual fees

As discussed earlier, CivicXpress can create an unlimited number of manual fee types.  Specific fee types can be added to the forms by municipality employees, at any time.

Manual Fees

CivicXpress assigns all fees directly to a form. A form can represent a digital version of your paper applications or request forms.

Common forms include:

  • Permit Applications,
  • Business Licenses,
  • and other standardized forms you collect.

Fees are available under the “Fees” tab of the form.

Manual Fees

A Contractor/Citizen/Vendor user simply adds the fees to the cart. CX2 controls when fees are available to be paid at a very granular level. This ensures that fee payments are only received for forms that are “ready” to be paid.

The following example shows fees that have been assessed for a form. The form will not allow for payment to be made because of the current review status. The warning in red text at the bottom of the screen alerts the user to their status.  A message pops up: “Sorry, fees cannot be paid while the form is in the current status. Please check back later.” In addition, there is no “Add to Cart” button available for the user.

Manual Fees

In the following example, the form is in a status that allows fee payment. Note that the “Add All to Cart” button is available. A user can pay any of the listed outstanding “Unpaid” fees. Having a fee balance can also restrict the Contractor/Citizen/Vendor’s ability to request inspections until the balance has been paid.

Manual Fees

Once a user has added fees to their cart, they can proceed to checkout. CX2 supports secure online payments for all major credit cards including VISA, Mastercard, and American Express.

All online credit card payments are subject to the CivicXpress convenience fee of $1.00 or 3.5%.  This is clearly noted in the cart and on the checkout screens. This fee is 100% optional. Your customers may avoid this fee simply by paying at your municipality payment window.

Manual Fees

Counter Payments

CX2 allows customers to make payments at your existing payment window. The process for the municipality employee that is receiving the payment is almost identical to the customer online process. The municipality employee simply navigates to the customer’s form, adds fees to the cart, and selects the “Proceed to Checkout” button. Keep in mind that municipality employees have the option to add fees to the cart regardless of the form status.

Counter Payments

Upon clicking on “Proceed to Checkout” you can receive payment by Cash, Check, Credit Card, Account Credit, and Offline Credit Cards.

Counter Payments

Once the payment has been submitted, the customer will receive a payment confirmation and the fees will be recorded as paid.

Counter Payments

Want to know more? Have a question? Please contact us today at info@civicxpress.com.