What is the Invoicing module and how does it bill students?

What is the Invoicing module and how does it bill students?

What is the Invoicing module and how does it bill students?

Invoicing is the module your flight school uses to bill its own students. When an instructor ends a flight, HangarOS creates an invoice in your connected QuickBooks Online account, built from the flight's Hobbs time and instructor time at the rates you configure. The student pays through QuickBooks.

This is school-to-student billing only. It is not how your school pays HangarOS — that is handled separately under your HangarOS subscription. See [[invoicing-permissions]] and your subscription settings if you are looking for the bill you pay to HangarOS.

What the module covers

  • QuickBooks Online sync — invoices are created in QBO; the school sends students the hosted "View in QuickBooks" link to pay. See [[invoicing-connect-quickbooks]].
  • Hobbs and instructor-time reconciliation — each flight invoice carries Hobbs start/end, Tach (when recorded), and instructor time, priced at your default or per-aircraft / per-instructor rates. See [[invoicing-create-and-send-invoice]].
  • AR aging, reminders, and balances — track outstanding and overdue student balances, send reminders, and manage prepaid credits. See [[invoicing-ar-aging-and-collections]] and [[invoicing-student-balances-and-credits]].

HangarOS never holds your students' funds

All money flows through your QuickBooks Online account and its connected payment processor. HangarOS creates and tracks the invoice; it does not custody, hold, or move funds. Collecting payment is the school's responsibility, through the school's own channels.

Where to start

  1. Connect QuickBooks Online — see [[invoicing-connect-quickbooks]].
  2. Finish the setup checklist so flights auto-invoice — see [[invoicing-setup-checklist]].
  3. Set your default rates, due days, and memo — see [[invoicing-defaults-settings]].

The Invoicing landing page shows Revenue This Month, Outstanding Balance, Overdue Invoices, and Payments This Week, plus tiles for Invoices, Payments, and Student Balances.

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