In this tutorial, I will explain the different ways you can invoice a flight.

It is important to know that flights can be created in three different ways depending on how your organization is working: A flight can be created automatically with the flight-tracker, added manually in the Flights Module, or created by doing the check-in of a booking in the Schedule Module.

Let me show you the different ways to generate an invoice:

Invoice a Flight with a Flight Tracker (0:29)

You must be subscribed to our Aircraft Tracking System to use this method.

1. First, there must be an active Flight-Tracker installed on the aircraft.

2. Make sure the rates are set up for the aircraft in the Aircraft Module.

This process will automatically calculate the aircraft rate using the invoicing method (Hobbs, master on /master off, off block / on block, airbourne, airbourne and fixed), and the instructor rate based on the precise flight times.

Invoice a Flight from the Flights Module (0:59)

1. Go to the Flights Module.

2. Select a flight and click on the three dots menu on the right.

3. Select “Invoice Flight”.

4. This will open the Invoice Flight window, it will apply the aircraft's rate and invoicing method, the instructor's rate, and the times of the flight. You can add any additional time or products, just click on the “Add Products” button and this will allow you to choose from a list of products to add to the invoice.

5. You can also choose to check off the box to send the receipt by email to the customer.

6. Click “Ok” to save.

Invoice a Flight from the Schedule Module (1:35)

1. Go to Settings.

2. Click on the Schedule tab from the menu on the left. Scroll down and under Flights, activate the option “Create flights automatically from the schedule” and save.

3. The information will be taken from the booking flight times and will apply the aircraft rate using the invoicing method (hobbs, master on /master off, off block / on block, airbourne, airbourne +fixed), and the instructor rate.

As explained before, to add additional information to the invoice you can create the invoice manually. Just follow these steps:

1. Go to the Schedule Module.

2. Create a booking or choose an existing one and click on it. Make sure your booking is already checked in, otherwise, you will not be able to invoice the flight.

3. Now click on the Invoice button, the credit card icon.

4. This will open the Invoice Flight window. The system will apply the aircraft's rate and invoicing method, the instructor's rate, and the times of the flight. You can add any additional time or products, just click on the “Add Products” button and this will allow you to choose from a list of products to add to the invoice.

5. You can also choose to check off the box to send the receipt by email to the customer.

6. Click “Ok” to save the changes.

Roles and Privileges to Invoice a Flight (2:34)

Depending on the Roles and Privileges, users could have limited or full access to invoice a flight. Make sure to configure the Roles and Privileges appropriately.

1. Go to the Users Module.

2. Click on the "Roles" button in the top right-hand corner of the page.

3. Choose a role from the drop-down list.

4. Select the Schedule tab, go to Dispatch, check "View Dispatch tab" and then allow the role to "Invoice flights". If this box is checked, any user assigned that role will be able to manually invoice a flight from the Schedule Module.

5. Select the Flights tab, go to Add/Edit/Delete Flights and check "Invoice flights". Any user who is assigned a role that has been given this privilege will be able to manually invoice a flight from the Flights Module.

For more information about the Flights Module, please watch the other tutorials.