How do I finish setup so flights auto-invoice in QuickBooks?

How do I finish setup so flights auto-invoice in QuickBooks?

How do I finish setup so flights auto-invoice in QuickBooks?

When an instructor ends a flight, HangarOS auto-creates an invoice in QuickBooks Online. That only works once the preconditions are met. Invoicing Settings shows a setup checklist at the top that tracks each one.

The card header reads Ready to invoice flights when everything is done, or N steps left to invoice flights while items remain.

The checklist items

  1. Connect QuickBooks Online. The item shows QuickBooks connected when ready, or Connect QuickBooks Online with a Connect action. If the refresh token expired, it reads Connect QuickBooks Online with a Reconnect action and the hint Your QuickBooks refresh token expired — reconnect to keep invoicing working. See [[invoicing-connect-quickbooks]].

  2. Set the QuickBooks income account. Shows QuickBooks income account mapped when set, otherwise Set the QuickBooks income account with an Open setting action. The hint: Open QuickBooks → Accounting → Chart of Accounts, copy the income account ID, and paste it below. Without this, the first flight invoice will fail. See [[invoicing-quickbooks-defaults-settings]].

  3. Set default aircraft & instructor rates. This item appears only once QuickBooks is usable. Shows Default rates set when at least one rate is above zero, otherwise Set default aircraft & instructor rates with an Open setting action. The hint: Without a default $/hr rate, flight-end invoices will be empty. Per-aircraft and per-instructor overrides are also supported on the Fleet and Members pages. See [[invoicing-defaults-settings]].

Notes

  • At least one of the default Aircraft Rate ($/hr) or Instructor Rate ($/hr) must be above zero. Per-aircraft rates are set on the Fleet page and per-instructor rates on the Members page; the defaults are the safety net.
  • The Invoicing Active toggle in Invoicing Defaults must be on for automatic invoice creation to run. See [[invoicing-defaults-settings]].

If flights end but no invoice appears, work through [[invoicing-troubleshooting-no-invoices]].

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