Who can see and do what in billing
Every billing action by role, including the two places being an admin is not enough and you need the organization owner.
For owners, admins, dispatchers, instructors, students, renters and technicians
Billing is an owner and admin area. Two things need the organization owner specifically: saving WebSettings → Billing, and connecting Stripe or QuickBooks. Everyone else sees only their own invoices, or the invoice for a flight they were on.
The short version#
- Owner: everything, including the two owner-only areas below.
- Admin: everything else in billing. Every invoice, every report, all the rules.
- Dispatcher: can close a flight out and fill in who pays what. Cannot open Billing.
- Instructor: the same, plus billing a guest flight they instructed.
- Student and renter: their own invoices and their own cards.
- Technician: no money at all.
Every billing action by role#
| Action | Owner | Admin | Dispatcher | Instructor | Student, renter | Technician |
|---|---|---|---|---|---|---|
| Save WebSettings → Billing | Yes | No | No | No | No | No |
| Connect or manage Stripe payouts | Yes | No | No | No | No | No |
| Connect or configure QuickBooks Online | Yes | No | No | No | No | No |
| Open Billing and see every invoice | Yes | Yes | No | No | No | No |
| See financial reports | Yes | Yes | No | No | No | No |
| Create a manual invoice | Yes | Yes | Only if switched on | Only if switched on | No | No |
| Mark an invoice paid | Yes | Yes | No | No | No | No |
| Void an invoice | Yes | Yes | No | No | No | No |
| Send a payment reminder | Yes | Yes | No | No | No | No |
| Set cost-splitting rules | Yes | Yes | No | No | No | No |
| Membership plans, and a member's dues | Yes | Yes | No | No | No | No |
| See a tail's revenue on the aircraft record | Yes | Yes | No | No | No | No |
| Ramp out and ramp in | Yes | Yes | Yes | On their bookings | On their bookings | No |
| Fill in Who pays what | Yes | Yes | Yes | On their bookings | On their bookings | No |
| Override payment on a booking | Yes | Yes | Yes | Only if switched on | No | No |
| Create the invoice for a closed-out booking | Yes | Yes | No | No | No | No |
| Confirm a review with a PIN | Own sign-off | Own sign-off | Own sign-off | Own sign-off | Own sign-off | No |
| See and pay their own invoices | Yes | Yes | Yes | Yes | Yes | Yes |
| Save a card and use autopay | Yes | Yes | Yes | Yes | Yes | Yes |
Owner#
The owner is an admin plus four things nobody else can do:
- Save the Billing settings card: Billing enabled, default instructor rate, service fee and its label, overnight minimum, and the grounding threshold.
- Connect, manage and reconnect the Stripe payout account.
- Connect, configure, backfill and disconnect QuickBooks Online, and retry a single invoice's sync.
- Set the two "can manually generate invoices" toggles, in the Manual invoices card on WebSettings → Billing.
The owner still cannot refund a payment, issue a credit, or edit an invoice after it has been raised. Nobody can.
Admin#
An admin runs day to day billing: the whole Billing page, manual invoices, mark paid, void, payment reminders, every financial report, cost-splitting rules, membership plans and every member's dues and money. An admin also gets Override payment and Create invoice on a reservation, both on the booking's panel in the console and on the app.
What an admin cannot do is save the Billing settings card, connect Stripe or QuickBooks, refund anything, or change an invoice's amount once it exists.
Dispatcher#
A dispatcher runs the ramp, not the books. They can ramp any booking out and in, fill in the Who pays what panel, and see the invoice raised for a reservation they are closing out. On the booking's panel they also get Override payment and Correct times, both on either surface. They do not get Create invoice: a dispatcher can close a flight out and cannot bill it.
They cannot mark an invoice paid, void one, see any financial report, or see anyone's membership. They can create a manual invoice only if the school has switched on "Dispatchers can manually generate invoices". The owner sets that toggle in the console, on WebSettings → Billing. Raising the invoice itself is still an app job: the console's New invoice button stays owner and admin only.
Instructor#
An instructor can ramp out and in and fill in Who pays what on bookings they are on, and can close out and bill a guest or discovery flight they instructed, including viewing that guest's invoice.
With "Instructors can override reservation prices" switched on, they can also override the instruction and resource rate on a booking, from Override payment on the reservation panel in the console or from the app. Note that adding an override clears every sign-off already collected.
They cannot open Billing, see other members' invoices or balances, see any financial report, or mark anything paid.
Student and renter#
Identical for billing purposes. Both can:
- See their own invoices, and their outstanding balance on their home page.
- Pay their own invoices by card, save cards, set a default, and turn on autopay. See Pay your invoice and set up autopay.
- Confirm a review with their PIN, which is what triggers the invoice.
- Fill in Who pays what on a booking they are assigned to.
- Read their own membership on their profile.
They cannot see what anybody else pays, cannot see the cost-splitting rules (those are admin-only to read), and cannot change or cancel their own membership.
Technician#
A technician sees fleet reports and books maintenance, which is deliberately never invoiced. They see no money anywhere, including on the aircraft record.
Settings that change what a role can do#
| Setting | Where it lives | What it changes |
|---|---|---|
| Dispatchers can manually generate invoices | WebSettings → Billing → Manual invoices | Lets a dispatcher raise a manual invoice, from the app |
| Instructors can manually generate invoices | WebSettings → Billing → Manual invoices | Lets an instructor raise a manual invoice, from the app |
| Instructors can override reservation prices | WebSettings → Booking preferences | Lets an instructor use Override payment on a booking, on either surface |
All three are owner-only to change. The first two say who may raise a manual invoice, not where: the console's New invoice button stays owner and admin only, so a dispatcher or instructor you grant it to raises theirs from the app.
Actions that still only exist in the iOS app#
Invoicing a guest by hand. The app's Generate Invoice screen takes a name and an email address for somebody who is not a member; the console's New invoice dialog offers the member list and nothing else.
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