Auto-Draft Invoices from Completed Flights

With Auto Billing on, Sky Schedule creates a draft invoice when a flight is completed, using the hours entered at Complete Flight and your aircraft and instructor rates. Nothing is sent or charged automatically. Staff review each draft and decide how to collect.

Turn on Auto Billing

1. Open Billing > Settings.
2. In the Auto-Billing section, turn on Auto-billing invoices ("Create a draft invoice when a flight is completed").
3. Choose the related options:
   • Review auto-drafted invoices before customers can pay: drafts stay with staff until you send or charge them. Turn it off if customers should be able to pay their own drafts right away.
   • Bill instruction on dual flights when left blank: if an instructor leaves Flight Instruction empty on a dual flight, the draft bills instruction for the flight hours. Hours they enter always win.
   • Auto-send receipt when paid: emails a PDF receipt after payment.

Work the drafts

1. Open Billing > Auto Billing. Each row shows the customer, invoice, reservation, and amount.
2. Click View to look at a draft, or Continue to open it in the composer as Resume Invoice.
3. Check the line items. Edit hours, rates, or discounts if needed.
4. Collect the payment: Send Invoice, Charge Card, Charge Bank, or Record Payment.
5. If the flight shouldn't be billed, click Disregard and confirm. The draft comes off Auto Billing, nobody is charged, and that flight won't be billed again.

When the list is empty you'll see You're all caught up.

Tips

• Office admins need the Continue auto-billing permission to see the Auto-billing toggle and continue drafts.
• If a flight had two students or two instructors, you can split the draft between them. See Split a Bill Between Two Customers.
• Invoices you save with Save Draft in the composer also wait in Auto Billing.

Troubleshooting

When a draft isn't created, the instructor sees Draft invoice skipped with a reason after completing the flight. Common reasons:

• Auto-billing is off, or the activity type is excluded. Check the toggle in Billing > Settings.
• No billable student on this flight. Add the customer to the reservation, then bill it by hand from the reservation with Add Invoice.
• An invoice is already linked to this flight. Find it in Transactions or Unpaid Invoices.
• The activity type is marked non-revenue. Non-revenue activities are never auto-billed.
• Discovery flights need a guest email. Add the guest's email to the reservation first.