Billing and payments

How billing works in AerScheduler

The path a flight takes from booking to paid invoice, the four things you have to set before any of it runs, and where the money shows up afterwards.

Turn on invoicing and card payments

Connect Stripe so the school can take card payments, switch billing on, and set the rates and fees that every invoice is built from.

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 invoice is raised the moment the last person signs off, and not before.

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.

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 do it for you, and 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 the Intuit company once, pick the income item every line posts to, and each invoice becomes a Sales Receipt the moment it is paid.

Who can see and do what in billing

Every billing action by role, including the two places being an admin is not enough and you need the organization owner.

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, with the reason for each and what to do about it.