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.
For owners, admins, dispatchers, instructors, students and renters
With WebSettings → Billing set to Account ledger, closing out a member flight posts a charge to that member's balance instead of raising a Stripe invoice. Guests still get a pay-this-visit invoice.
This page is only for schools on Account ledger. If your school still invoices each booking, use Close out a flight so it invoices.
What changes on close-out#
Ramp out, ramp in, Who pays what, and PIN confirmations work the same way. What changes is the last step:
| Mode | After the last PIN |
|---|---|
| Invoice each booking | One Stripe invoice per payer |
| Account ledger | One ledger charge per paying member (draws their balance) |
The Close-out section then says Charged to account ledger instead of showing an invoice summary. On a split booking you get one charge per payer, same split rules as invoice mode.
Guests and discovery flights never go on the ledger. They still use Bill a discovery or guest flight.
Post a charge that did not mint itself#
Usually the charge posts the moment the last person confirms. If something failed (a rate missing, a temporary error), the booking can sit at Reviewed with no charge yet.
Admins and owners see Post to ledger on that booking. It runs the same billing path as automatic close-out. Dispatchers do not get this button.
Retrying after a successful charge does nothing. Reversing or moving money later is done from the member's account ledger, not by posting again.
After the charge#
- The member's balance drops by the flight amount (it can go negative).
- The charge appears on WebPeople → that person → Ledger and on their own WebBilling → Ledger page.
- Receipt on that ledger row opens the right-hand panel with the line items. There is no Stripe PDF for a ledger flight charge.
- Meter corrections and rate overrides lock once the charge is live, same idea as after an invoice.
If the wrong person was charged, an admin Reassigns the flight charge on that person's ledger. See Manage a member's account ledger.
Unbilled on the Billing page#
WebBilling still lists past reservations with nothing billed yet. In ledger mode, a flight that already has a live ledger charge is not "unbilled", even though it has no Stripe invoice.
Join fees, dues, and enrollment#
Membership join fees, recurring dues, and course enrollment fees also post to the ledger when Account ledger is on. They show as Fee rows on the member's ledger, with a receipt the same way as a flight.
Common questions
- Why is there no invoice after I closed out a member flight?
- If Settings → Billing is set to Account ledger, member flights post to the account balance. Look for Charged to account ledger on the booking, or a Flight row on the member's Billing tab.
- Do guest flights go on the ledger too?
- No. Guests always get a pay-this-visit invoice, even when the school uses Account ledger for members.
Still stuck on this?
Email support@aerscheduler.com and tell us what you were trying to do. We answer.