Billing & Cost Sharing

When Invoices Are Created

A charge posting and an invoice being created are two different moments. One setting decides the second one, and it explains why a charge can sit on a ledger for weeks without an invoice appearing.

Charges post immediately, but invoicing is separate

The moment a flight is returned, its charges land on the member’s ledger. That never waits for anything. What the billing cadence decides is when those posted charges get gathered into an invoice, which is a different question with a different answer.

This trips people up, because a member can owe money, see it on their balance, and have no invoice for it. That is working as intended. The invoice is a document produced from the ledger.

The four options

Set this under Settings, then Invoicing, as Billing cadence:

• Per flight - each flight raises its own invoice the moment it is returned.
• Weekly - every Monday, everything not yet invoiced is swept into one invoice per member.
• Monthly - the same sweep, on the 1st. This is the default and suits most groups.
• Manual - nothing is ever generated automatically. An admin creates every invoice by hand.

What "per flight" sweeps

Per flight is narrower than it sounds. When a flight closes, the invoice it raises contains that flight’s charges and nothing else. Monthly dues, tie-down, and a manual charge you entered on Tuesday are not pulled in.

That is deliberate. Closing one flight should not sweep up unrelated items a member has not seen yet. Everything left over is invoiced by the monthly sweep on the 1st, which runs for per-flight organizations too.

Issue automatically, or leave drafts

Alongside the cadence is an Issue automatically switch. Leave it on and each invoice is issued and sent as soon as it is generated. Switch it off and the same sweep produces drafts instead, waiting for someone to review and send them. Groups that want a human to glance at every bill before it reaches a member turn this off.

When exactly the sweep runs

Sweeps fire at midnight in your organization’s own timezone, taken from your default location, so a club in California bills on California dates rather than being pushed a day forward by UTC. On the 1st, the sweep also waits for that month’s recurring dues to post first, so the dues land on the invoice they belong to instead of slipping into the following month.

Changing cadence does not reach backwards

Switching cadence changes what happens from now on. It does not retroactively invoice charges that have been accumulating, and it does not unpick invoices already issued. If a long backlog of uninvoiced charges has built up, the next sweep will gather all of it into one invoice per member, which can be a much larger bill than anyone expects.

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