Billing queue and invoicing (admin)

1. 1A reservation is dispatched and flown.
2. 2The dispatch sheet is closed out with meter readings, which queues billable items (aircraft time, and instruction time when a CFI was assigned).
3. 3A billing manager reviews the queue, edits or adds items, and turns a member's items into an invoice.
4. 4The invoice is reviewed, its PDF generated, and it is sent or a Stripe pay link is issued.
5. 5Payment arrives (Stripe, or logged manually) and the invoice is marked paid.
6. 6Instruction lines on the paid invoice become payable CFI earnings.

Everything below lives on Billing & queue (/portal/billing-dashboard): queued items sit above the invoice list on the same page.

A billable item is one future invoice line. Items arrive automatically from dispatch closeout and dues automation, or you can add them by hand.

• Edit description, date, quantity and rate inline; the amount recalculates.
• Tag the instructor on instruction items — this is what drives the CFI earning, so never leave it blank.
• Hold an item when a squawk or dispute needs resolving first, then release it back to queued.
• Invoiced items cannot be edited. Reopen or delete the invoice to release them.

1. 1Select the queued items for a member and choose to invoice them — items are grouped per member into one draft.
2. 2Open the draft to review it: add, edit or remove line items, adjust rates, and set the due date.
3. 3The PDF regenerates automatically whenever the invoice changes; preview it before sending.
4. 4Send the invoice by email, or generate a Stripe pay link to hand to the member directly.

A billing manager has full authority over the lifecycle: mark paid, record a partial or manual payment, void, reopen a sent invoice back to draft, or delete it entirely. Deleting or reopening returns its billable items to the queue.

Credits are a prepaid balance on a member's account — use them for refunds, goodwill, promotions or deposits carried forward.

• Grant a credit from the Account credits panel with an amount and a note explaining why.
• Unapplied credits are consumed automatically by the next invoice issued to that member.
• A credit can only be edited or deleted while it is still unapplied — once applied to an invoice it is locked for audit.

• Only sent invoices count. Drafts are still being assembled and voids are cancelled, so both are excluded.
• Outstanding is the sum of remaining balances: invoice total minus payments and applied credits.
• Overpayments are floored at zero so they never reduce someone else's balance.
• Queued billable items are shown separately as work-in-progress, not as outstanding receivables.