In this tutorial, I will explain the different ways you can invoice a flight. 

In this first section, I'll show you how rates are set up and how invoicing is calculated. 

RATES FOR AIRCRAFT:

To begin, you can add rates to each aircraft.

1. Go to the Aircraft Module.

2. Choose an aircraft.

3. Click on the Rates tab.

4. Click on the “Add rate” button.

5. Here you can define different rates for each flight type and the invoicing method  (hobbs, master on /master off, off block / on block, airbourne, airbourne +fixed).

The first rate added will be considered the default rate. Any additional rates can be created with conditions. 

For more information, please watch the tutorial How to Add/Edit/Delete Aircraft Rates.

RATES FOR INSTRUCTORS:

You can also add rates for instructors:

1. Go to the Users Module.

2. Select an instructor. You can search or use the filters to help you find the instructor. 

3. Go to the Rates tab.

4. Here you can create rates by clicking on the “Add a rate” button. 

• Add a name and rate per hour for each option. You can define a rate for SE VFR, SE IFR, ME, Gound, Simulator, and Classroom (ground/theoretical lessons).

• In case several rates apply to an instructor, the rates will apply in the order they have been created.

• You can also add the condition to apply the rate when the customer’s balance is superior to a certain amount.

If an instructor's rate is defined, it will be applied to the invoice of the flight.

RATES FOR PRODUCTS AND SERVICES:

You can also create a list of all the additional products and/or services to easily add them to an invoice, to do so:

1. Go to the Invoices Module.

2. Go to the Products tab.

3. Click on the “Add” button, the plus sign on the top right-hand corner of the page.

4. Here you can create a new product, add the name and price.

5. Don’t forget to save.

For more information on how to create and manage Products, please watch the tutorial How to Add/Edit/Delete Products.

INVOICE A FLIGHT:

Now that you know how to set up the different rates, you can begin invoicing.

It is important to know that flights can be created in three different ways depending on how your organization is working: A flight can be created automatically with the flight-tracker, added manually in the Flights Module, or created by doing the check-in of a booking in the Schedule Module.

Let me show you the different ways to generate an invoice:

Invoice a Flight with a Flight Tracker:

You must be subscribed to our Aircraft Tracking System to use this method.

1. First, there must be an active Flight-Tracker installed on the aircraft.

2. Make sure the rates are set up for the aircraft in the Aircraft Module.

This process will automatically calculate the aircraft rate using the invoicing method (hobbs, master on /master off, off block / on block, airbourne, airbourne +fixed), and the instructor rate based on the precise flight times.

Invoice a Flight from the Flights Module:

1. Go to Settings.

2. Go to Invoices, and activate the option “Automatically generate an invoice after each flight”, and save.

NOTE: When a flight is invoiced automatically you don't have any additional information on the invoice, such as additional aircraft time or additional instructor's time. However, you can edit this information after if necessary.

You can also decide to do the invoicing directly from the Flights Module.

1. Go to the Flights Module.

2. Select a flight and click on the three dots menu on the right.

3. Select “Invoice Flight”.

4. This will open the Invoice Flight window, it will apply the aircraft's rate and invoicing method, the instructor's rate, and the times of the flight. You can add any additional time or products, just click on the “Add Products” button and this will allow you to choose from a list of products to add to the invoice.

5. You can also choose to check off the box to send the receipt by email to the customer.

6. Click “Ok” to save.

Invoice a Flight from the Schedule Module:

1. First, you might have to set this up by going to Settings.

2. Click on the Schedule tab from the menu on the left. Scroll down and under Flights, activate the option “Create flights automatically from the schedule for aircraft without a Flight-Tracker”.

3. Then go to the Invoices tab, activate the option “Automatically generate an invoice after each flight”, and save.

4. The information will be taken from the booking flight times and will apply the aircraft rate using the invoicing method (hobbs, master on /master off, off block / on block, airbourne, airbourne +fixed), and the instructor rate.

As explained before, to add additional information to the invoice you can create the invoice manually. Just follow these steps:

1. Go to the Schedule Module.

2. Create a booking or choose an existing one and click on it. Make sure your booking is already checked in, otherwise, you will not be able to invoice the flight.

3. Now click on the Invoice button, the credit card icon. 

4. This will open the Invoice Flight window. The system will apply the aircraft's rate and invoicing method, the instructor's rate, and the times of the flight. You can add any additional time or products, just click on the “Add Products” button and this will allow you to choose from a list of products to add to the invoice.

5. You can also choose to check off the box to send the receipt by email to the customer.

6. Click “Ok” to save the changes.

ROLES AND PRIVILEGES TO INVOICE A FLIGHT:

Depending on the Roles and Privileges, users could have limited or full access to invoice a flight. Make sure to configure the Roles and Privileges appropriately.

1. Go to the Users Module.

2. Click on the "Roles" button in the top right-hand corner of the page.

3. Choose a role from the drop-down list.

4. Select the Schedule tab, go to Dispatch, check "View Dispatch tab" and then allow the role to "Invoice flights". If this box is checked, any user assigned that role will be able to manually invoice a flight from the Schedule Module.

5. Select the Flights tab, go to Add/Edit/Delete Flights and check "Invoice flights". Any user who is assigned a role that has been given this privilege will be able to manually invoice a flight from the Flights Module. 

SETTINGS TO INVOICE A FLIGHT:

Also, you can choose to generate the invoices automatically after each flight. You can do so by going to the Settings, clicking on “Invoices” from the menu on the left, and in Flight Invoices activate "Automatically generate an invoice after each flight". The information will be taken from the flight times and will apply the aircraft rate using the invoicing method (hobbs, master on /master off, off block / on block, airbourne, airbourne +fixed), and the instructor rate.

For more information about the Flights Module, please watch the other tutorials.