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.
For admins and owners
Open the invoice from WebBilling and click Send payment reminder. A daily sweep already chases unpaid member invoices without you doing anything. If you want teeth, set Ground members with unpaid invoices on WebSettings → Billing.
Send a reminder by hand#
Open the invoice on Billing
Set the Status filter to Outstanding to see only what is owed.
Click Send payment reminder
It is in the invoice detail panel, and on the Recent invoices panel on the Dashboard.
The member gets a Payment reminder email and a push notification, both carrying a link to pay. The send is stamped on the invoice, so the automatic sweep will not immediately send a second one on top of yours.
Reminders are for members. A guest invoice cannot be reminded from here.
The automatic reminders#
A daily sweep chases unpaid member invoices on its own. An invoice is picked up when:
- it is past its due date, or
- it is 7 or more days old and has no due date.
After that, the same invoice is reminded at most once every 7 days.
Voided invoices and paid invoices are never chased.
Why flight invoices show no due date#
Invoices that do carry a due date here:
- a manual invoice, if you set one when you created it
- a membership dues invoice, if the plan has Days to pay filled in
Ground members who owe money#
This blocks a member from booking an aircraft once they hold too many unpaid invoices.
Open Settings → Billing
This whole card is saved by the organization owner. An admin can open it and type in it, but Save changes will be refused.
Enter a number in Ground members with unpaid invoices
It is a count of unpaid invoices. Not days late, and not dollars owed. Leave it blank or set it to 0 to switch it off, which is the default.
Click Save changes
A member at or above that number is grounded. Paying releases them automatically. The threshold is checked when an invoice is created, and again on a nightly sweep. Voided invoices do not count toward it.
What grounding blocks and what it does not#
| Blocked | Booking an aircraft |
| Not blocked | Ground school, simulators, rooms |
Guest invoices are chased by Stripe#
Send payment reminder is refused on a guest invoice: "Guest invoices are emailed by Stripe". A guest is not a member, has no account, and gets nothing from AerScheduler. Chase them from your own Stripe dashboard, where the invoice was sent from. See Bill a discovery or guest flight.
Related#
What the member sees, and how autopay stops this happening again.
Once the check turns up, or when the invoice was wrong all along.
Still stuck on this?
Email support@aerscheduler.com and tell us what you were trying to do. We answer.