Dispatch and aircraft checkout

Dispatch is a mobile-friendly form you complete at the aircraft. Open your reservation and choose Dispatch.

1. 1Confirm your pilot credentials are current — the form blocks dispatch on an expired medical, flight review or insurance.
2. 2Review open squawks for the aircraft and confirm none are grounding items.
3. 3Record Hobbs and tach start, fuel and oil state.
4. 4Accept the dispatch declaration and release the aircraft to yourself.

• Record Hobbs and tach end, landings, and fuel added.
• Record ground instruction time on the sheet — it bills as its own Ground instruction line at the instructor's ground rate.
• When an instructor is on the reservation, the time fields open automatically and flight time fills itself in from the Hobbs out/in you enter.
• Report any new squawk before you leave the aircraft — even minor items.
• Closing the flight creates the logbook entry and the billable line items automatically.

Never leave a discrepancy undocumented. A written squawk protects the next pilot and the mechanic's audit trail.

An instructor or admin can settle the flight on the spot instead of waiting for the billing cycle.

1. 1Finish the check-in sheet and choose Close out & invoice — the charges (aircraft time, flight instruction, ground instruction) become a sent invoice for the member immediately.
2. 2The sheet shows the invoice number, each line with hours and rate, and the balance due.
3. 3Choose Show QR to pay and hand the phone over — the member scans the code and pays on their own phone by card, Apple Pay or Google Pay. Their phone shows the same line items before they pay.
4. 4Your screen flips to Paid on its own when the payment clears. You can also copy the link or text it to the member to pay later.
5. 5If the flight was already invoiced, the button reads Show invoice and reuses that invoice — a second one is never created.

• The QR always collects the invoice's outstanding balance — nobody types an amount.
• Codes expire after 24 hours; reopening the dialog reuses the live code rather than minting a new one.
• Voiding the invoice cancels any outstanding code for it.
• A card reader, when configured, remains an alternative to the QR on the same screen.

A dispatch sheet stays editable until one of its charges lands on a live invoice. While uninvoiced, saving your edits removes the old billable items and recalculates them from scratch. Once a charge is invoiced the sheet locks; void the invoice to send its items back to the queue and unlock the sheet again.