--- title: "Guest payments and the card reader — A4Flight Academy docs" url: https://a4flight.com/docs/guest-and-in-person-payments description: "Take a card from someone who has no portal account, and settle a flight in person at the front desk." 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 # Guest payments and the card reader Take a card from someone who has no portal account, and settle a flight in person at the front desk. admin cfi_c ## Pay by link (no account needed) 1. 1 At check-in, Close out & invoice then Show QR to pay puts a code on the instructor's phone — the member scans it, sees the invoice lines, and pays on their own phone. The payment settles that exact invoice; the link can also be copied or texted. 2. 2 Send the guest to a4flight.com/pay, or create a flight payment link from the flight and send that instead. 3. 3 The guest enters the amount or opens the pre-priced link, pays by card, and gets an emailed receipt. 4. 4 The payment lands in Finance → Payments as received but unassigned. 5. 5 Assign it to a member account, an aircraft or an invoice so it shows up in the right ledger and P&L. Flight payment links are priced by the same rate resolver the club invoices with, so a guest link and a member invoice never disagree. ## Card present at the front desk - Finance → Billing has the card reader panel: pick the reader, enter the amount and the member or invoice, then present the card. - Readers are registered in settings; a reader that is offline shows as unavailable rather than failing mid-charge. - Cash, check and offline card payments are logged by hand from the same screen. ## Card on file - When a member has authorized a card, the invoice you create at check-in is charged automatically the moment it is issued — the sheet shows it as paid, no QR code needed. - If the automatic charge is declined or the card is paused, a Charge card on file button appears on the check-in sheet and the flight billing panel so you can retry at the desk. - Members authorize the card themselves on Billing, Payments or during Get set up, and they set the per-invoice ceiling — charges above their limit wait for them. - No card on file means no button: the QR code and the card reader stay the way to collect. 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