# 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. Source: https://www.aerscheduler.com/docs/billing/close-out-a-flight-and-bill-it Section: Billing and payments. For: Owners, Admins, Dispatchers, Instructors, Students, Renters. Open the booking on `Schedule` (web console), click **Ramp out** before the flight and **Ramp in** after it, then every assigned pilot clicks **Confirm review** and enters their PIN. The invoice is raised the moment the last person signs off, and not before. **Who can do this:** Owners, Admins, Dispatchers, Instructors, Students, Renters Staff can close out any booking. A pilot can close out a booking they are assigned to. ![Booking page, Close-out section](https://www.aerscheduler.com/docs/close-out-not-started.png) The Close-out section carries a step badge saying where the booking has got to: **Not started**, **In flight**, **Awaiting review**, **Awaiting close-out**, **Reviewed**, **Billed**, **Paid** or **Void**. The badge always tells you whose turn it is. ## Ramp out 1. **Open the booking on the schedule** Click it to open the detail sheet, then find the Close-out section. 2. **Click Ramp out** 3. **Enter Hobbs out and Tach out** Both are prefilled from the aircraft's current readings, so usually you are confirming rather than typing. Correct them if the meters disagree. ## Ramp in 1. **Click Ramp in when the aircraft is back** 2. **Enter Hobbs in and Tach in** 3. **Enter Instruction time (hrs) if a CFI was teaching** This is what instruction is billed on, including any briefing. Leave it empty on a rental or a solo. Saving Ramp in also moves the aircraft's Hobbs and tach readings forward to the figures you just entered, so the fleet is up to date straight away. That happens here, not at the sign-offs. ![Ramp in dialog](https://www.aerscheduler.com/docs/close-out-ramp-in-dialog.png) > **Careful:** Ending readings cannot be lower than the readings recorded at ramp-out. If the meter was > typed in wrong on the way out, fix that before you try to ramp in. If the hours flown on Hobbs and tach disagree by an unusual amount, or the flight is far longer or shorter than the booking, a dialog lists what looks off before saving and asks you to confirm the readings anyway. It is a check, not a hard block: correct the reading if it is a typo, or confirm if the flight really did run that way. If the booking was away overnight and your school has set an overnight minimum, this dialog tells you before you save, in plain figures: away two nights, minimum 2.0 hours a night, so it will bill 4.0 hours rather than the 1.5 flown. See [Charge a minimum for overnight trips](https://www.aerscheduler.com/docs/billing/charge-a-minimum-for-overnight-trips). If two or more people are paying for this booking, a **Who pays what** panel sits in the same section. Fill it in and save before the sign-offs. See [Fill in Who pays what on a shared booking](https://www.aerscheduler.com/docs/billing/who-pays-what-at-close-out). ## Confirm the review with your PIN Every assigned pilot clicks **Confirm review** and enters their own confirmation PIN. The section shows how many have confirmed out of how many are needed. > **Important:** The invoice does not exist until the last required confirmation lands. A flight sitting at > "Awaiting review" has produced no invoice and no revenue, however long ago it flew. This > is the single most common reason a school cannot find an invoice. Guests never enter a PIN. A guest or discovery booking is closed out and billed in one step instead: see [Bill a discovery or guest flight](https://www.aerscheduler.com/docs/billing/bill-a-discovery-or-guest-flight). ## The invoice (or ledger charge) appears What happens when the last person confirms depends on [How members pay](https://www.aerscheduler.com/docs/billing/choose-invoice-or-account-ledger). **Invoice each booking** (the default): - One invoice per payer is created in Stripe and in AerScheduler. - Each payer gets an "Invoice #N" email and a push notification with a pay link. - The invoice appears on `Billing` (web console) and on the payer's own Billing page. - If the payer has autopay on, it is charged to their default card straight away and lands as Paid. **Account ledger:** - One ledger charge per paying member is posted instead of a Stripe invoice. - The Close-out section says **Charged to account ledger**. - See [Charge a flight to the account ledger](https://www.aerscheduler.com/docs/billing/charge-a-flight-to-the-account-ledger). Guests always take the invoice path, even when the school uses Account ledger for members. The Close-out section then shows the line items and the total (invoice mode) or the ledger summary (ledger mode). ![Booking page, invoice summary](https://www.aerscheduler.com/docs/close-out-invoice-summary.png) > **Careful:** On a split booking that total is **one person's share**, labelled "(one of N shares for > this booking)". It is not the flight's whole bill. There is no single screen that shows > the whole bill, so open each payer's invoice on Billing to see them all. ## Ground lessons and bookings with no aircraft A ground lesson, a room booking, or a booking with nothing reserved at all has no meters to read. Instead of Ramp out and Ramp in you get a single **Review times** step that asks only for instruction time, and then goes straight to the sign-offs. Everything after that is the same. ## Overriding a rate clears every sign-off **Override payment** on a booking lets you replace the aircraft rate or the instruction rate for that flight only. It is on the reservation panel in the console and on the reservation screen in the app, and it reads **Change rates** once the booking already has one. Rates are typed in dollars. Leave a field blank to keep the school's rate. Admins, owners and dispatchers can always use it. Instructors can when the school has switched on "Instructors can override reservation prices" under `Settings → Booking preferences` (web console). > **Careful:** Adding an override deletes every review confirmation already collected, so a booking at "1 > of 2 confirmed" drops back to "0 of 2" and everybody has to sign off again. The sheet says > how many sign-offs it is about to discard before you press it. Once the last person has > confirmed you cannot override at all: "You can't override payment for a reservation that has > already been completed". Do overrides before people start confirming. ## Doing this in the iOS app The reservation detail page and its Complete Reservation sheet run the same sequence: ramp out, ramp in, confirm with a PIN. Correcting readings (**Edit Time Details** there, **Correct times** in the console) and, for admins, **Create invoice** on a completed reservation that never produced one, are on both surfaces. Correcting readings runs the same unusual-reading check as ramp-in. ## If no invoice appeared Start with the sign-offs, then work down [Why a flight was not invoiced](https://www.aerscheduler.com/docs/billing/why-a-flight-was-not-invoiced). Maintenance bookings, and shares worth less than 50 cents, are never invoiced at all.