Mark an invoice paid, void it, or refund it

Mark an invoice paid after cash, check or bank transfer#

What that does:

• The invoice flips to Paid here, and in Stripe it is recorded as paid out of band.
• The invoice says how it was paid, on your side and on the payer's: "Paid by check #1234 on Oct 3". The date is the date received, not the day you clicked.
• Who marked it paid, and how, is recorded on the invoice's audit trail.
• The person billed gets a Payment received email that says how they paid, and a push notification if they use the app. An aircraft owner who has not signed up gets the email too, at the address you keep for them.
• Your note stays with you. The person billed never sees it.
• 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.
• The Payments received report shows the method, and has Received, Check # and Payment note columns you can turn on. Its date window is still the day you recorded the payment.

Things that can stop you:

• "You cannot pay an invoice that has already been voided." A voided invoice is finished. Raise a new one instead.
• "The date received cannot be in the future." The day the money arrived is today or earlier, in your organization's time zone.
• "A check number goes with a payment by check." Choose Check, or leave the number out.
• 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.
• Stripe shows it already paid by card. If the person paid online a moment before you clicked, the invoice is recorded as a card payment, and what you typed is not kept.

Record check or cash on a package booking#

For a discovery or other package-price booking, you do not have to open Billing. On the booking itself, desk staff, the instructor on it, or the person who created it can click Record check or Record cash. That marks the invoice paid the same way Mark paid does.

If the booking is on the calendar but the invoice never went out, the banner says Invoice did not go out. Send the Stripe invoice from there, or record the check or cash, so close-out does not bill Hobbs a second time.

See Charge a package price when booked.

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.

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.

Voiding a past flight's only invoice#

If the invoice you are voiding is the only one on a booking that already flew and was never canceled, voiding it would leave that flight with no invoice at all. AerScheduler asks first instead of doing that silently:

• Void and leave unbilled voids it and stops there. The flight shows up wherever your unbilled work is tracked, for you to bill later by hand.
• Void and open close-out voids it and takes you straight to the booking so you can correct the close-out and raise a new invoice in the same visit.
• Cancel backs out and leaves the invoice exactly as it was.

Voiding an invoice that is not a past flight's only invoice, such as a duplicate on a booking with another live invoice, skips this and just voids.

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#

Dispatchers cannot open the Billing page at all. Full detail in Who can see and do what in billing.

Related#

Still stuck on this?

Email support@aerscheduler.com and tell us what you were trying to do. We answer.

Contact support