Create and Send an Invoice

Use the invoice composer to bill for anything: a flight, ground lessons, a headset, or a deposit. You can email the invoice with a payment link, charge a card already on file, or record a payment you took in person.

Before you start

• Stripe must be connected. See Connect Stripe to Accept Payments.
• Office admins need the Create invoices permission. Instructors need Enable Billing turned on by an admin.

Steps

1. Open Billing and click Create Invoice.
2. In Customer Information, choose who you're billing under Bill to: Customer, Instructor, or + Add new guest.
3. Pick the person. For a guest, enter their name, email, and phone.
4. In Line Items, click Add line. Enter a Description, then a Quantity and Unit price ($). You can also add a line discount or set the sales tax for that line.
5. To reuse a product you sell often, click Add from items and pick it.
6. Check the preview on the right, then choose how to collect:
   • Send Invoice emails the customer a payment link. Confirm in the Send invoice? dialog.
   • Charge Card charges their saved card right away. Charge Bank debits their saved bank account.
   • Record Payment marks the invoice paid for cash, check, Zelle, or another method, without sending a link.
7. To finish later, click Save Draft. The draft waits under Billing > Auto Billing.

You can also start an invoice from a completed reservation (Add Invoice), from a payment link in Billing > Catalog, or from a customer's account in Billing > Accounts.

What the customer sees

The email has a Pay invoice button that opens a secure Stripe checkout. The link doesn't expire. Customers who sign in can also pay from Invoices > My Invoices with a saved card or a new card.

Tips

• If the customer has an account balance, the composer offers to apply it first, then charge or invoice the rest.
• An invoice that totals $0 after discounts shows Mark as paid ($0) instead of a charge button.
• To send an existing draft, open it from Auto Billing and click Continue, or open its details and click Send Invoice.

Troubleshooting

• "Missing Information." Pick a customer and add at least one line with a description and an amount.
• "Invoice created. Saved to billing. Email was not sent." The invoice exists but no email went out. Open it and click Resend Invoice, or check that the customer has an email address.
• "No card on file." The customer hasn't saved a card. Send the invoice instead, or request a card on file.
• Card charges under $0.50 don't go through. That's Stripe's card minimum. Record the payment another way.