Billing module
Flight school billing and invoicing software
Close out a flight and the line items write themselves. Bill each visit with a Stripe invoice, or put members on an account ledger with Add funds, auto-refill, and late fees. No separate billing tool taped onto the schedule.
$20/aircraft/mo · 14-day free trial · Cancel anytime · No sales call
Accounts receivable
Billing
Each flight is invoiced from its meters and your rates the moment it is closed out.
- One invoice each
- Everybody on a shared flight is billed at their own rate
- No second system
- The schedule and the books are the same product
- Your Stripe
- Payouts land in your own account, on your own schedule
“Less need for owner supervision, aircraft maintenance is precisely tracked, and student progression is clearly defined.”
What changes
No hand-off between flying and billing
Ramp-in captures the meters, the last PIN raises the invoice, and it goes out with a pay link. No export step.
Shared flights stop leaking revenue
Several payers on one booking get one bill each, priced at their own rate and quoting their own hours.
Nobody chases invoices for the first month
A daily sweep reminds members up to four times, then tells your admins that further chasing is on the school.
How it works
Ramp-in to the bank
Close it out
Meters, instruction time, and who pays what if more than one person does.
Everyone signs
Nothing bills until the last pilot confirms with their PIN.
The bill posts
A Stripe invoice per payer, or a charge against each member's balance.
Money moves
Card or autopay, payouts to your own account, paid invoices on to QuickBooks.
Two models
Bill each visit, or run accounts
Schools that invoice each flight and clubs that run a balance want genuinely different software. This is one switch, not two products.
- Invoices settled by card, autopay or marked paid
- Balances that may go negative, with auto-refill and late fees
- Guests are always invoiced, having no account to draw down
Split billing
Quantities are apportioned, then priced
That order is why a member and a non-member can share one aircraft with no special case. The worked examples on the settings screen are computed by the engine that prices the real invoice.
- Evenly, per head, by logged time, or in set shares
- Mark somebody not billed and the rest divide what is left
- An overnight minimum counted in the airport's time zone
Everything else in here
- Invoice each booking, or Account ledger for a running member balance
- Split a booking between everyone on it. Each person gets their own invoice or ledger charge
- Charge a class per head, divide a shared aircraft, or bill each pilot for the hours they flew
- An overnight minimum so a weekend away bills for the nights, not just the Hobbs
- Auto-drafted itemized bills from Hobbs/tach close-out
- Auto-refill, late fees, statements, and book/dispatch balance gates on the ledger
- AR dashboard: outstanding invoices, or who owes on Accounts
- Custom invoices when the flight isn't the whole story
- Saved cards, autopay, and card top-ups for members
- Aircraft and instruction rates flow into the same bill
Read more
- Split billing & shared flights+
- Overnight & multi-day rentals+
- Flying club dues & fees+
- QuickBooks integration+
- How billing works in AerScheduler+
- Choose invoice or account ledger+
- Split a booking's cost between several people+
- Why a flight was not invoiced+
- Send paid invoices to QuickBooks Online+
- All billing docs
Close a flight out and watch the invoice write itself
Connect Stripe, put a rate on one tail, bill a real flight. Then decide.
Common questions
- Do I need Stripe?
- Yes, for anything to bill. It is your own Stripe account through their hosted onboarding, so payouts stay yours and card details never touch AerScheduler. You can build rates and rules before connecting, but nothing is raised until Stripe is connected and invoicing is on.
- Can I run accounts or tabs instead of invoicing every flight?
- Yes, one school-wide switch. Members hold a balance, top it up by card or get credited at the desk for cash, and flights draw it down. You get auto-refill, late fees, statements, and optional gates on booking and ramp-out.
- How do I split a flight between two pilots?
- Set the rule once for that booking type. A Who pays what panel then appears on any booking with more than one payer, and whoever is at the ramp fills in only the fields your rule uses. Each payer gets their own invoice at their own rate.
- Does it work with QuickBooks?
- QuickBooks Online. Every invoice becomes a Sales Receipt the moment it is paid, matched by email, once and only once. Two honest limits: unpaid and voided invoices never sync, and a refund made inside Stripe does not reverse the Sales Receipt.
- Why did a flight not get invoiced?
- Nine times out of ten nobody finished the PIN sign-offs. After that: invoicing is off, Stripe onboarding was never finished, the tail has no rate, or it was a maintenance booking, which is never billed.
Flight school software pricing
$20 per aircraft per month, with unlimited users
A ten-aircraft school pays $200 a month. Start with a 14-day free trial. Nothing is charged until it ends.
“Before AerScheduler, we used a mix of a shared Google Calendar and Venmo to conduct aircraft rental, flight instruction and payments. The AerScheduler system has improved our operations tremendously. Less need for owner supervision, aircraft maintenance is precisely tracked, and student progression is clearly defined.”
Murray Aviation
On AerScheduler since 2023
Included in every plan
- Scheduling, billing, training, maintenance and reporting
- Unlimited instructors, students and renters
- iOS and Android apps
- Simulators and classrooms at no charge
- No setup fee and no contract