# Fill in Who pays what on a shared booking

> The panel between ramp-in and invoicing where you record each person's hours or share. Only the fields your school's rule uses actually matter.

Source: https://www.aerscheduler.com/docs/billing/who-pays-what-at-close-out
Section: Billing and payments. For: Dispatchers, Instructors, Admins, Students, Renters.

On a booking with two or more payers, a **Who pays what** panel sits in the Close-out
section until the booking is invoiced. Fill in only the fields your school's splitting rule
actually uses, click **Save**, then finish the sign-offs as normal.

**Who can do this:** Dispatchers, Instructors, Admins, Students, Renters

## When the panel appears

It shows up in the Close-out section on the booking's own page whenever the booking has two
or more payers, from the first close-out step right through until the invoice is raised. In
the console, open the booking from the board and use **Open the full booking** at the foot
of the panel: the panel itself is a summary and does not carry the shares. A booking with
one payer never shows it. Once the invoice exists the panel is gone, and the shares cannot
be changed.

Anyone who can ramp the booking can fill it in: staff, or a pilot assigned to that flight.
That is deliberate, so the person standing at the aircraft can record the numbers while
they are fresh.

> **Note:** Each person only sees their own invoice on the booking. A student on a split dual does not
> see the other student's amount or pay link, and a special rate on one person's bill stays
> on that bill. Desk staff still see every share so they can collect.

## Who counts as a payer, and where the instructor went

| On the booking                | Who pays                                  |
| ----------------------------- | ----------------------------------------- |
| Students or renters           | Them                                      |
| An instructor and a student   | The student. The instructor is being paid |
| Instructors only              | The instructors. Flying alone is renting  |
| A guest on a discovery flight | The guest                                 |

An instructor who is not being billed is named in the panel's header instead of listed as
a row, with a note that they are instructing so they are not billed.

> **Careful:** Shares have to total 100% between the people the panel actually lists. Splitting a dual
> flight three ways in your head across two students and the instructor adds to 100% on
> paper but only two thirds of the booking here, and the close-out is refused.

## Which fields to fill in

The panel offers every field the booking could possibly need. Only the ones your school's
rule uses are billed.

| If your rule is          | Fill in                                |
| ------------------------ | -------------------------------------- |
| Each pays their own time | Hobbs out and Hobbs in for each person |
| Set shares               | Share % for each person                |
| Split evenly             | Nothing                                |
| Each pays in full        | Nothing                                |
| One person pays          | Nothing                                |

Anything else you type is recorded but not billed.

> **Important:** The panel cannot tell you which rule applies, because cost-splitting rules are admin-only
> to read and the person at the ramp is usually an instructor or a dispatcher. If you do not
> know, ask an admin once and it will be the same for every booking of that type. Admins can
> see it under `Settings → Cost splitting` (web console).

## Mark somebody as not billed

Each row has a **Not billed** checkbox and a short reason, for a safety pilot, an
observer, or anyone you are comping. They stay on the booking, so they still count for
currency and still block a double booking, but they are charged nothing.

> **Careful:** A person marked not billed is taken out of the division, not zeroed. Three students with
> one comped means the other two split the flight in half each, not that a third of the
> lesson disappears.

## Making the totals add up

Running totals sit underneath the rows. They reconcile the individual hours against what
the aircraft actually flew, and the shares against 100%. If the totals read correctly
while you type, the save will go through.

## The errors you can hit

| What you see                                                | Why                                                                                             | Fix                                                                                  |
| ----------------------------------------------------------- | ----------------------------------------------------------------------------------------------- | ------------------------------------------------------------------------------------ |
| The individual times do not match what the booking recorded | Your rule charges each person their own time and the legs do not add up to the aircraft's hours | Correct the individual Hobbs readings until the running total matches                |
| A person has no time recorded                               | Same rule, somebody left blank                                                                  | Every payer needs an out and an in reading                                           |
| The shares do not total 100%                                | Set shares, and the percentages are short or over                                               | Adjust until they total exactly 100. A blank share means "nobody has said", not zero |
| An instructor was included in your arithmetic               | They are not a payer when a student is aboard                                                   | Split 100% between the people the panel lists                                        |

## What each person receives

Each payer gets their own invoice, at their own rate, with a memo naming the others on the
flight. The line text quotes that person's own hours, not the booking's.

![Booking page, invoice summary](https://www.aerscheduler.com/docs/close-out-invoice-summary.png)

> **Careful:** The invoice summary shown on the booking afterwards is **one person's share**, labelled
> "(one of N shares for this booking)". It is not the flight's whole bill, and no screen
> shows that. To see them all, open `Billing` (web console) and look at each
> payer's invoice.

Two more things worth knowing:

- The service fee is charged once per invoice, so a three-way split collects it three
  times.
- A share worth less than 50 cents is skipped, because Stripe will not accept an invoice
  that small. That person receives nothing and the booking is still treated as billed.

## Related

- [Split a booking's cost between several people](https://www.aerscheduler.com/docs/billing/set-up-cost-splitting): The rules behind this panel, and the five ways a charge can divide.
- [Close out a flight so it invoices](https://www.aerscheduler.com/docs/billing/close-out-a-flight-and-bill-it): The steps either side: ramp in, then the PIN sign-offs that raise the invoice.