--- title: "Billing queue and invoicing (admin) — A4Flight Academy docs" url: https://a4flight.com/docs/billing-queue-and-invoicing description: "How charges reach the queue, become invoices, get paid, and how the outstanding total is calculated." lang: en --- Documentation A4Flight Academy handbook How the club, the aircraft, the training syllabus and the member portal work — written for members, students, instructors, mechanics and administrators. Billing & finance # Billing queue and invoicing (admin) How charges reach the queue, become invoices, get paid, and how the outstanding total is calculated. Billing managers Admins ## The money flow, end to end 1. 1 A reservation is dispatched and flown. 2. 2 The dispatch sheet is closed out with meter readings, which queues billable items (aircraft time, plus flight instruction and ground instruction lines when a CFI was assigned) — or the instructor invoices and collects by QR right at check-in, skipping the queue entirely. 3. 3 A billing manager reviews the queue, edits or adds items, and turns a member's items into an invoice. 4. 4 The invoice is reviewed, its PDF generated, and it is sent or a Stripe pay link is issued. 5. 5 Payment arrives (Stripe, or logged manually) and the invoice is marked paid. 6. 6 Instruction 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. ## Billable items in the queue A billable item is one future invoice line. Items arrive automatically from dispatch closeout and dues automation, or you can add them by hand. | Kind | Typical source | | --- | --- | | Aircraft | Dispatch closeout — meter hours x wet rate. | | Instruction | Dispatch closeout when the reservation had an instructor; ground instruction appears as its own line at the instructor's ground rate. | | Dues | Monthly membership automation. | | Chargeback | Fuel, landing fees or damage recharged to a member. | | Credit | A negative line reducing what the member owes. | | Other | Anything else — checkouts, testing fees, materials. | | Item status | Meaning | | --- | --- | | Queued | Ready to be invoiced. | | Held | Parked — excluded from invoicing until released. | | Invoiced | Attached to an invoice line; locked from editing. | | Void | Cancelled and ignored. | - 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. - The Ground instruction button adds a standalone ground session — pick the member, the instructor, the hours and the date; the instructor's ground rate is used automatically and can be overridden. - Its Invoice & send immediately option turns that one charge into a sent invoice on the spot instead of queuing it. - Voiding an invoice sends its items back to the queue as queued, unlocks the dispatch sheet they came from, and cancels any unpaid QR code for that invoice. ## Creating and editing invoices 1. 1 Select the queued items for a member and choose to invoice them — items are grouped per member into one draft. 2. 2 Open the draft to review it: add, edit or remove line items, adjust rates, and set the due date. 3. 3 The PDF regenerates automatically whenever the invoice changes; preview it before sending. 4. 4 Send 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. ## Account credits 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. ## How the outstanding total is calculated - 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. Apply now: https://a4flight.com/apply ## Structured data ```json { "@context": "https://schema.org", "@graph": [ { "@type": "Organization", "@id": "#organization", "name": "A4Flight Academy", "alternateName": "A4Flight", "legalName": "A4Aviation LLC dba A4Flight", "url": "https://a4flight.com", "logo": "https://a4flight.com/a4logo.png", "telephone": "+1-940-432-3594", "email": "contact@a4flight.com", "sameAs": [ "https://www.instagram.com/a4flightacademy/", "https://www.facebook.com/928275637044387" ], "description": "Part 61 flight training and a flying club based at Sheltair, Denton Enterprise Airport. 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