--- title: "Dispatch and aircraft checkout — A4Flight Academy docs" url: https://a4flight.com/docs/dispatch-and-checkout description: "The pre-flight dispatch sheet, airworthiness checks, and closing out a flight." 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. Flying # Dispatch and aircraft checkout The pre-flight dispatch sheet, airworthiness checks, and closing out a flight. ## Dispatching a flight Dispatch is a mobile-friendly form you complete at the aircraft. Open your reservation and choose Dispatch. 1. 1 Confirm your pilot credentials are current — the form blocks dispatch on an expired medical, flight review or insurance. 2. 2 Review open squawks for the aircraft and confirm none are grounding items. 3. 3 Record Hobbs and tach start, fuel and oil state. 4. 4 Accept the dispatch declaration and release the aircraft to yourself. ## Closing out - 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. ## Invoice and collect at check-in An instructor or admin can settle the flight on the spot instead of waiting for the billing cycle. 1. 1 Finish 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. 2 The sheet shows the invoice number, each line with hours and rate, and the balance due. 3. 3 Choose 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. 4 Your 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. 5 If 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. ## Editing a closed sheet 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. Call: +1-940-432-3594 Text: sms:+19404323594 Book a Discovery Flight: https://a4flight.com/fly-a-cirrus ## 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/__l5e/assets-v1/8a9debb5-7861-44e6-85d2-607725fb390d/a4flight-logo-blue.png", "telephone": "+1-940-432-3594", "email": "contact@a4flight.com", "sameAs": [ "https://www.instagram.com/a4flightacademy/", "https://www.facebook.com/928275637044387" ], "description": "Premium Part 61 Cirrus flight training and a flying club at Sheltair, Denton KDTO. Concierge and accelerated plans, personal attention and uncompromising standards. A discovery flight is required before a training commitment to assess mutual fit. 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