How do I set invoicing defaults — rates, due days, currency, memo?

How do I set invoicing defaults — rates, due days, currency, memo?

How do I set invoicing defaults — rates, due days, currency, memo?

Invoicing Defaults live in Invoicing Settings, in the Invoicing Defaults collapsible card (Rates, payment methods, reminders, and currency). You need settings:manage.

The card badge reads Active, Disabled, or Not configured depending on state. Until you save once, it reads Not configured and the form warns that defaults haven't been saved yet.

Payment methods accepted on invoices

At least one method must remain selected.

  • Card — Credit and debit card payments.
  • ACH bank debit — US bank account (ACH) — must be enabled in your QuickBooks payments settings.

Saving with zero methods is blocked: At least one payment method must be selected.

Default Rates

Used when an aircraft or instructor has no rate of its own. Per-aircraft rates are set on the Fleet page; per-instructor rates on the Members page.

  • Aircraft Rate ($/hr) — number, minimum 0.
  • Instructor Rate ($/hr) — number, minimum 0.

A Save rates only button saves just these two fields without touching the rest of the form (Default rates saved).

Other defaults

  • Currency — one of USD, CAD, EUR, GBP, AUD, NZD.
  • Payment Due (days) — number, 1 to 90.
  • Default Invoice Memo — free text, up to 500 characters.

Toggles

  • Invoicing Active — Enable or disable automatic invoice creation when flights end.
  • Auto-charge saved cards — Automatically charge the student's saved card when an invoice is created.
  • Automated reminders — Automatically send payment reminders for unpaid invoices. When on, set Reminder Interval (days) (1 to 30). See [[invoicing-send-reminders]].

Save

Select Save Invoicing Defaults. On success you get Invoicing settings updated. The button is disabled while saving or when no payment method is selected.

Related

  • QuickBooks account and terms mapping is a separate card — see [[invoicing-quickbooks-defaults-settings]].
  • For the full setup sequence, see [[invoicing-setup-checklist]].

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