Billing Settings

Billing settings decide how invoices are built and what happens around payments. Open them from Billing > Settings, or from Settings > Billing. Both show the same page. Most switches save as soon as you flip them.

Account status

Once Stripe is connected, the top of the page shows your payment account: whether it's Active, whether charges and payouts are enabled, and anything Stripe still needs. Enter your Statement descriptor here, the name customers see on their card statement, and click Save. See Connect Stripe to Accept Payments.

Flight Billing

Defaults for invoices from reservations and completed flights:

• Include instructor flight rate: bills flight instruction at the instructor's hourly rate.
• Include instructor ground rate: bills ground instruction at the instructor's ground rate.
• Charge tax on flight instruction and Charge tax on ground instruction: adds sales tax to instructor time.
• Customers add balance: lets customers add money to their prepaid balance themselves.
• Charge cancellation fee: warns customers first, then drafts a fee invoice when they cancel a flight. Click Configure to set the fee, how many free cancellations come before a fee, and which cancellation reasons never count. Fee invoices are drafts. They're never charged automatically. This needs Stripe connected with charges enabled.
• Add empty fuel item: adds a zero-dollar fuel line to every invoice, ready to fill in.

Processing Fees and tax

• Customer pays processing fee: adds the card processing fee to customer invoices.
• Instructor pays processing fee: takes payout transfer fees out of instructor payouts.
• Enable sales tax: applies your Sales tax percent to taxable line items. Enter the rate, such as 7.25, and click Save.
• Enable secondary tax rate: an optional second rate for aircraft lines on the activity types you pick under Configure.

Auto-Billing

• Auto-billing invoices: drafts an invoice whenever a flight is completed. Nothing is sent or charged automatically. See Auto-Draft Invoices from Completed Flights.
• Review auto-drafted invoices before customers can pay: drafts stay with staff until you send or charge them.
• 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 each payment.
• Unpaid invoice reminders: after you send the first reminder on an invoice, Sky Schedule follows up every 3 days until it's paid or voided.

Office admins need the Continue auto-billing permission to see the auto-billing switch.

Instructor Invoices

A switch for each instructor. Turn it on to let that instructor send invoices from their own account.

Discovery Flights

• Discovery flight pricing: bills discovery flights at a fixed price per aircraft instead of hourly rates. Set each aircraft's price in the list that appears.
• Discovery flight tax: choose whether the primary rate, the secondary rate, or both apply to those invoices.

Tips

• Set your rates and tax before you turn on auto-billing, and check one draft after any change here.

Troubleshooting

• The cancellation fee switch is locked. Finish Stripe setup so charges are enabled. The page says "Complete Stripe Connect setup with charges enabled to manage cancellation fees."
• An office admin can't see Auto-billing invoices. The owner needs to turn on Continue auto-billing for them in Settings > Members & Invitations.
• Instruction isn't on a draft. Check Include instructor flight rate, or turn on Bill instruction on dual flights when left blank.