🧾 How to Create Invoices in Flight Schedule Pro from the Schedule Page #

Purpose:
To ensure all invoices are properly linked to a specific activity number, all invoicing must be done directly from the Schedule page in Flight Schedule Pro by clicking on the lesson. This ensures consistency, accountability, and accurate tracking of flight training activities.

📍 Step-by-Step Instructions #

1. Go to the Schedule Page #

Log in to your Flight Schedule Pro account and navigate to the “Schedule” section from the top navigation bar.

2. Locate the Lesson #

Find the completed or in-progress lesson on the calendar that you want to invoice. Ensure the lesson has been flown and required notes are entered.

3. Click on the Lesson #

Click directly on the scheduled lesson block. A detail panel will open.

4. Select “Create Invoice” #

Click the “Create Invoice” button inside the lesson details. This ties the invoice to the activity number.

5. Review and Edit Invoice Details #

Check the automatically populated fields, such as:

• Instructor and aircraft time
• Rates and taxes
• Any additional charges

Adjust or add items as needed before saving.

⚠️ Verifying Auto Billing Is Accurate #

When checking in an activity, Flight Schedule Pro may prompt you to auto-invoice using pre-generated items.

It is the instructor’s responsibility to verify that the auto-generated invoice is accurate before finalizing.

Common Situations That May Require Manual Corrections: #

• Rental Flights: These must include tax. Verify the taxable line item is used.
• First Solo Flights: These may require billing adjustments (e.g., no instructor charge).
• Custom or Non-standard Lessons: Auto billing may not apply correctly.

If something is incorrect, cancel the auto invoice and create it manually via the Schedule page.

✅ Why This Method? #

• Ensures every invoice is linked to an activity number
• Reduces billing errors
• Improves auditability and reporting
• Minimizes customer disputes

🔒 Important Notes #

• Do not create standalone invoices from outside the Schedule view.
• Ensure the lesson is completed or checked in before invoicing.
• Only authorized staff should finalize invoices.

📞 Need Help? #

Contact Deven or Eli or email contact@ebflight.com for assistance.