Billing and payments

How billing works in AerScheduler

Invoice each booking or Account ledger: the path from booking to bill, what you set up first, where money shows up, and ledger-only tools like auto-refill and late fees.

Turn on invoicing and card payments

Connect Stripe so the school can take card payments, switch billing on, pick invoice or account ledger, and set the rates and fees every bill is built from.

Choose invoice or account ledger

Bill members with a new invoice for each booking, or with a prepaid account balance (auto-refill, late fees, book/dispatch gates). Guests always get a pay-this-visit invoice.

Set a card fee on account top-ups

Optionally recover card processing when members add funds to a ledger balance. Cash and check at the desk stay dollar-for-dollar.

Charge a flight to the account ledger

When the school uses Account ledger, close-out posts a balance charge for members instead of a Stripe invoice. Guests still get a pay-this-visit invoice.

Manage a member's account ledger

Read the balance, add funds or desk credit, set auto-refill, late fees, statements, print a receipt, refund prepaid money, and reassign a flight charge.

Review account balances and who owes

On Account ledger, Operations Billing lists every member's balance. Filter who owes, open a ledger, and use Reports for aging.

Set your aircraft and instruction rates

What an aircraft costs per hour, which meter it bills on, and what instruction costs, which together decide every number on a flight invoice.

Close out a flight so it invoices

Ramp out, ramp in, then every pilot confirms with their PIN. The bill posts when the last person signs off: a Stripe invoice, or a ledger charge when Account ledger is on.

Split a booking's cost between several people

Set one rule per booking type deciding how the aircraft time and the instruction divide between the people on board. Each person then gets their own invoice.

Fill in Who pays what on a shared booking

The panel between ramp-in and invoicing where you record each person's hours or share. Only the fields your school's rule uses actually matter.

Charge a minimum for overnight trips

Set the least you will bill per night an aircraft is kept away, so a weekend away does not bill as 1.5 hours of flying.

Charge a package price when the booking is created

Staff invoice a fixed package amount when a reservation is created. The guest can pay any time. Instructors see Collect payment until it is paid. Close-out records Hobbs and does not bill the hop twice.

Bill a discovery or guest flight

A guest has no account and no PIN, so a guest booking closes out in one step and Stripe emails them the invoice directly.

Create a manual invoice

Bill for anything that is not a flight: headsets, checkride fees, fuel on a dry rate, a rental you are correcting by hand.

Mark an invoice paid, void it, or refund it

Record a cash or check payment, cancel an invoice that should never have been raised, and understand why refunds only happen in Stripe.

Chase an unpaid invoice

Send a reminder by hand, let the nightly sweep chase for up to four weeks, then take over. Optionally ground members once they owe too many invoices.

Pay your invoice and set up autopay

Where to find what you owe, how to pay it by card, and how to save a card so future flights settle on their own.

Set up membership plans and dues

A plan is what belonging costs: a join fee, recurring dues, when they are billed, and what the tier gets in return.

Add a member to a plan and bill their dues

Put somebody on a plan, bill or waive the join fee, and bill each dues period as it comes due. Dues are ordinary invoices, so they pay the same way.

Send paid invoices to QuickBooks Online

Connect your Intuit company, answer a few setup questions (start date, what else records this revenue, where money lands), and each paid invoice becomes a Sales Receipt.

Who can see and do what in billing

Every billing action by role, including invoices, the account ledger, auto-refill, and the places being an admin is not enough.

Why a flight was not invoiced

Work through the six reasons a completed flight produced no invoice, starting with the one that is true nine times out of ten.

Billing troubleshooting and FAQ

The billing behavior that surprises people most, including invoice vs ledger quirks, with the reason for each and what to do about it.