Invoice field reference

Invoice field reference

Invoice field reference

Fields on an invoice and its detail view.

Identity and people

Field Meaning
Invoice # The QuickBooks invoice ID when present, otherwise the first 8 characters of the internal ID, uppercased.
Student Student name and email.
Instructor Instructor name, or Solo when none.
Aircraft Aircraft registration.
Flight Date Date of the flight the invoice bills.

Flight time

Hobbs and Tach are tracked separately and never merged.

Field Meaning
Hobbs Start → end and total hours (hobbs_start, hobbs_end, hobbs_total).
Tach Start → end and total hours, shown only when tach was recorded (tach_start, tach_end, tach_total).
Instructor Time Instructor hours on the flight (instructor_time).

Line items

The Line Items table shows Description, Type, Qty, Unit Price, and Total. The line_type renders as:

line_type Label
flight_time Aircraft Rental
instructor_time Instructor Time
fuel Fuel
landing_fee Landing Fee
prepaid_credit Prepaid Credit
other Other

Money

All amounts are stored in cents and shown as currency.

Field Meaning
Subtotal Sum of line items before tax (subtotal).
Tax Tax amount, shown only when above zero (tax).
Credits Applied Prepaid credit applied, shown as a negative line (credit_applied_cents).
Total / Amount Due When credit is applied, the label becomes Amount Due and the value is amount_due_cents; otherwise it is Total.
Balance Due On the slide-over: $0.00 when paid, otherwise the total.

A fully credit-covered invoice shows the Paid from prepaid credits badge. A partially covered one notes After <amount> credit applied.

Status

The status field renders as a pill. Note the labels differ slightly between the list and the detail view:

status Detail-view label List label
draft Draft Draft
open Open Sent
paid Paid Paid
void Void Void
uncollectible Uncollectible Overdue

An open invoice past its Due Date is additionally flagged overdue / N days overdue. "Overdue" is a derived state, not a stored status.

Dates and metadata

Field Meaning
Created When the invoice was created.
Due Date Payment due date (due_date).
Paid At / Paid Date When marked paid (paid_at).
Currency Invoice currency, uppercased.
Reminders Sent Count of reminders sent (reminder_count).
Last Reminder Timestamp of the last reminder (last_reminder_sent_at).
Notes Free-text notes on the invoice.

QuickBooks

Field Meaning
qb_invoice_id The QuickBooks invoice ID.
qb_invoice_url Hosted QuickBooks invoice URL behind VIEW IN QUICKBOOKS →; only app.qbo.intuit.com / app.sandbox.qbo.intuit.com are opened.
invoicing_provider Always quickbooks.

Related

  • Payment and credit fields — see [[invoicing-payment-field-reference]].

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