# Who can see and do what in billing > Every billing action by role, including invoices, the account ledger, auto-refill, and the places being an admin is not enough. Source: https://www.aerscheduler.com/docs/billing/who-can-do-what-in-billing Section: Billing and payments. For: Owners, Admins, Dispatchers, Instructors, Students, Renters, Technicians. Billing is an owner and admin area. Two things need the organization owner specifically: saving `Settings → Billing` (web console), and connecting Stripe or QuickBooks. Everyone else sees only their own invoices or ledger, or the bill for a flight they were on. > **Note:** The roles below are what each one carries **by default**. An owner or admin can also give > one person a single extra permission from that person's record, so somebody may be able to > do something here that their role alone would not allow. See [Give one person an extra > permission](https://www.aerscheduler.com/docs/getting-started/permissions-and-grants). ## The short version - **Owner**: everything, including the two owner-only areas below. - **Admin**: everything else in billing. Every invoice, every ledger, 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 or ledger, cards, and auto-refill. - **Technician**: no money at all. > **Careful:** An admin who is not the organization owner can open `Settings → Billing` (web console), > edit every field, press **Save changes**, and be told they are not authorized to make the > request. Nothing on the screen says the page is owner-only. If you are an admin and the > save is refused, the owner has to make the change. ## Every billing action by role | Action | Owner | Admin | Dispatcher | Instructor | Student, renter | Technician | | ----------------------------------------------------------------------- | ------------ | ------------ | --------------------------------- | ----------------------------------------------- | ----------------- | ---------- | | Save `Settings → Billing` (web console) | 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 | | Open Accounts (ledger balances who owes) | 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 | On a package booking they collect | On a package booking they instructed or created | No | No | | Void an invoice | Yes | Yes | No | No | No | No | | Send a payment reminder | Yes | Yes | No | No | No | No | | Attach files to an invoice, and choose who sees them | 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 (or post the ledger charge) 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, and the files shared on them | Yes | Yes | Yes | Yes | Yes | Yes | | See their own account ledger, Add funds, and receipts | Yes | Yes | Yes | Yes | Yes | Yes | | Download or email their own ledger statement | Yes | Yes | Yes | Yes | Yes | Yes | | Turn on auto-refill on their own account | Yes | Yes | Yes | Yes | Yes | Yes | | Add credit, adjust, or refund a member ledger | Yes | Yes | No | No | No | No | | Reassign a flight charge to another member | Yes | Yes | No | No | No | No | | Email a member's ledger statement | Yes | Yes | No | No | No | No | | Save a card and use autopay | Yes | Yes | Yes | Yes | Yes | Yes | | Switch How members pay (invoice vs ledger) | Yes | No | No | No | No | No | | Set late fees and card fee on top-ups | Yes | No | No | No | No | No | | Set book / dispatch balance gates | Yes | Yes | No | No | No | No | ## Owner The owner is an admin plus things nobody else can do: - Turn **Billing enabled** on or off, and switch How members pay (invoice vs ledger). - Save the Rates and fees card: default instructor rate, service fee and its label, overnight minimum, and the grounding threshold. - Set late fees and the card fee on account top-ups (ledger mode). - 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 `Settings → Billing` (web console). The owner still cannot edit a Stripe invoice after it has been raised. On Account ledger, owners and admins can add credit, adjust, refund prepaid balance, and reassign a flight charge from the member's Billing tab. ## Admin An admin runs day to day billing: the whole Billing page (Invoices and Accounts), 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** / **Post to ledger** on a reservation, both on the booking's panel in the console and on the app. Book and dispatch balance gates live under Booking preferences and are owner or admin to save. What an admin cannot do is turn Billing enabled on or off, switch How members pay, save Rates and fees (including late fees and top-up card fee), connect Stripe or QuickBooks, or change a Stripe invoice's amount once it exists. On Account ledger they can manage the member ledger (credit, adjust, refund, reassign, statements) from People. ## 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. > **Note:** A dispatcher who opens `Billing` (web console) is sent back to their own home > page. The organization-wide invoice list is admin-only. They cannot mark an invoice paid from Billing, void one, see any financial report, or see anyone's membership. On a package-price booking they are collecting, they can send the invoice or record a check or cash on that booking. 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 `Settings → Billing` (web console). 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](https://www.aerscheduler.com/docs/billing/bill-a-discovery-or-guest-flight) they instructed, including viewing that guest's invoice. On a package-price booking they instructed or created, they can send the invoice or record a check or cash so the guest does not have to pay through Stripe. 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. > **Note:** An instructor's copy of that setting is read from their session. Switch it on and they see > **Override payment** the next time they sign in, not the moment you save. > **Careful:** That toggle is not limited to an instructor's own bookings. Switched on, any instructor can > override the rates on any booking in the organization, not only the ones they are flying. They cannot open Billing, see other members' invoices or balances, see any financial report, or mark a Billing invoice paid. They can record a check or cash on a package booking they instructed or created. ## Student and renter Identical for billing purposes. Both can: - See their own invoices (invoice mode), or their own ledger balance, Add funds, receipts, and statements (Account ledger). See [Manage a member's account ledger](https://www.aerscheduler.com/docs/billing/manage-a-member-account-ledger). On a split booking they see only their own share, not the other person's amount or pay link. - Pay their own invoices by card, save cards, set a default, and turn on autopay. See [Pay your invoice and set up autopay](https://www.aerscheduler.com/docs/billing/pay-an-invoice-and-save-a-card). - On Account ledger, turn on **Auto-refill** on their own account (needs a default card). - Confirm a review with their PIN, which is what triggers the bill. - 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 | `Settings → Billing → Manual invoices` (web console) | Lets a dispatcher raise a manual invoice from the iOS app | | Instructors can manually generate invoices | `Settings → Billing → Manual invoices` (web console) | Lets an instructor raise a manual invoice from the iOS app | | Instructors can override reservation prices | `Settings → Booking preferences` (web console) | 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. Turn on Guest recipient in Billing → New invoice, or use the same fields on the iOS Generate Invoice screen, and enter a name and an email address.