Billing and invoices

From completed services to billing transactions, invoices, payments and credit notes.

Where

aviation.ghslink.com/dashboard/billing

Who

Admin and finance (billing transactions can also be prepared by controllers and account managers)

Money follows one chain: completed services → billing transaction → invoice → payments / credit notes. Each step keeps the record behind it intact.

1. Create a billing transaction

1. Go to Billing transactions. Ready to bill lists completed services not yet billed.
2. Choose Create transaction (or Bill on an organisation, or Create billing transaction on a movement).
3. The organisation's consolidation preference decides what is grouped together. Override it for this one transaction with a reason if needed.

Tabs: Open, Invoiced, Cancelled, Credited. Cancel transaction releases its services so they can be billed again.

2. Create and issue the invoice

1. On the transaction, choose Create invoice. It starts as a Draft to review.
2. Choose Issue invoice. It is then an immutable financial record.

3. Payments, credits and voids

• Record payment: amount, date, method (for example Bank transfer or On account) and reference. Part payments are fine.
• Issue credit note: amount and reason, to correct an issued invoice.
• Void: the invoice stays on record as void and its services become billable again.
• The invoice shows Credited, Paid and Balance due. Invoice tabs: All, Draft, Issued, Overdue, Paid, Void.