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.
For admins and owners
Open the invoice from WebBilling. Mark paid records money that arrived some other way. Void cancels an invoice that should never have been raised, and only works while it is still unpaid. There is no refund in AerScheduler: a refund is done in your own Stripe dashboard.
Mark an invoice paid after cash, check or bank transfer#
Find the invoice on Billing
Use the date range and the Status filter to narrow the list, or open the invoice from the Recent invoices panel on the Dashboard.
Click Mark paid
It is in the row menu on the invoice table, and on the invoice detail panel itself.
What that does:
- The invoice flips to Paid here, and in Stripe it is recorded as paid out of band.
- Who marked it paid is recorded on the invoice's audit trail.
- The member gets a Payment received email and push notification.
- If QuickBooks sync is on, a Sales Receipt is created. See Send paid invoices to QuickBooks Online.
- If the member was grounded for unpaid invoices and this takes them under the threshold, they are released automatically.
Two things can stop you:
- "You cannot pay an invoice that has already been voided." A voided invoice is finished. Raise a new one instead.
- Stripe could not be reached. You get a warning rather than an error, saying the invoice was marked paid here but Stripe could not be updated. The invoice is correct in AerScheduler; go and mark it paid in Stripe too, or the two will not agree.
Void an invoice#
Voiding is for an invoice that should never have existed: a duplicate, a booking billed to the wrong person, a flight that never happened.
Open the invoice and click Void
Also available from the row menu on the Billing table.
Confirm
The dialog says this marks the invoice as void and that it cannot be undone. It means it.
The invoice is voided here and in Stripe, who voided it is recorded, and from then on it stops counting toward the Outstanding total, toward the grounding threshold, and toward every financial report.
Refunds happen in your Stripe dashboard#
There is no refund action in AerScheduler. Not in the web console, not in the iOS app, not in the API.
To refund somebody, sign in to your school's own Stripe dashboard, find the payment, and refund it there.
What a refund does not change in AerScheduler#
Keep your own note of refunds and correct them on your own books. If you refund often enough that this hurts, the practical habit is to record the refund in QuickBooks by hand on the same day you issue it in Stripe.
Voiding one share of a split booking#
On a booking split between several people, each payer holds their own invoice.
Voiding one of them does not hand that share to the others. Their invoices are unchanged, and the booking becomes partially billed rather than unbilled.
Who is allowed to do this#
| Role | Mark paid | Void | Send reminder |
|---|---|---|---|
| Owner | Yes | Yes | Yes |
| Admin | Yes | Yes | Yes |
| Dispatcher | No | No | No |
| Instructor | No | No | No |
| Student, renter | No | No | No |
Dispatchers cannot open the Billing page at all. Full detail in Who can see and do what in billing.
Related#
Reminders and grounding, for the invoices you do want paid.
Wrong amounts, missing invoices, and the behaviour that catches people out.
Still stuck on this?
Email support@aerscheduler.com and tell us what you were trying to do. We answer.