Managing Billing Entries

Overview

The billing dashboard is the central ledger for your organization's member charges and credits. Every flight charge, fuel reimbursement, dues payment, and manual adjustment lives here in a single, filterable list. The goal is straightforward: give the account owner one place to see who owes what, why, and be able to hand that data off to an accounting system when needed.

Accessing the Billing Dashboard

Click Billing in the navigation bar. This page is only visible to members with the Account Owner role and only when billing is enabled for the organization.

The Billing List

The billing dashboard displays all entries for your organization in a table (on desktop) or a card list (on mobile). Each entry shows:

• Date — The entry date, which is typically the date of the flight or the date the charge was incurred
• Member — The member the entry is associated with
• Aircraft — The aircraft involved, if applicable (shown as tail number)
• Description — A text description of the charge or credit
• Category — Which bucket the entry belongs to: Flight Time, Dues, or General (see the chart of accounts in Billing Overview)
• Credit — The credit amount, shown in green (fuel reimbursements, refunds, adjustments in the member's favor). Credits created by an online payment carry an Online badge so you can distinguish Stripe payments from checks, cash, and manual adjustments
• Charge — The debit amount (flight charges, dues, fees)
• Total — The net amount (charge minus credit) for the entry

A totals row at the bottom summarizes the total credits, total charges, and net balance for all entries matching the current filters.

Filtering

The billing list supports several filters that can be combined:

Aircraft — Show entries for a specific aircraft or all aircraft. Your aircraft filter selection is remembered across sessions.

Member — Show entries for a specific member or all members. Useful when reconciling a single member's account.

Category — Show only Flight Time, Dues, or General entries. Useful for reconciling a single account in your books — for example, filtering to Dues before exporting a month's membership fees.

Date Range — Choose from preset periods or define a custom range:

• Last 30 days (default)
• This month
• Last month
• Custom — Opens start and end date fields for an arbitrary range
• All time — Shows every entry regardless of date

All filters apply simultaneously. For example, selecting a specific aircraft and "This month" shows only entries for that aircraft created this month.

Creating Entries Manually

Click the New Entry button at the top of the billing list to open the entry dialog. Fill in:

1. Date — Defaults to today. Set to the date the charge was incurred.
2. Member — Select the member being charged or credited.
3. Aircraft — Optionally associate the entry with an aircraft. Leave as "None" for non-flight charges like dues or fees.
4. Description — A short description of the charge. Examples: "Monthly dues — March", "Key deposit refund", "Overnight fee".
5. Category — Flight Time, Dues, or General. Manual entries default to General; override it when the entry belongs in another bucket so it maps to the right product in the QuickBooks export.
6. Charge — The amount being charged to the member. Enter 0 if this is a credit-only entry.
7. Credit — The amount being credited to the member. Enter 0 if this is a charge-only entry.

You can also attach a receipt image to a manual entry — handy for documenting a reimbursement, a fuel receipt, or any charge backed by paperwork. The receipt is stored privately and shown as a link when you open the entry's detail view.

Click Create to save the entry. It appears immediately in the billing list.

Automatic Entries from Flight Logs

The most common way entries are created is automatically from flight logs. There are two paths:

From the Flight Logs page — On the Flight Logs page, completed flights show a dollar-sign icon in the actions column. Clicking it generates a billing entry from that flight's data. Centerline looks up the aircraft rate in effect on the flight date, calculates the charge based on the rate measurement (hobbs or tach delta times the hourly rate), and creates the entry. The description is auto-generated in the format: N12345 - 1.50 hrs Hobbs @ $165.00/hr.

From the Finish Flight dialog — When billing is enabled and a pilot finishes a flight from the reservation calendar, the dialog adds a second step after recording flight times. This step shows a cost summary with the calculated hours, rate, flight charge, fuel reimbursement credit (if applicable), and net amount. When the pilot confirms, the billing entry is created alongside the flight log entry.

For wet-rate aircraft that reimburse off-field fuel purchases, this step also lets the pilot attach a photo of their fuel receipt — on a phone, this opens the camera or photo picker directly. The receipt is stored privately, and its link appears in the entry's detail view so you can verify the reimbursement against the actual purchase.

Automatic entries are linked to the flight log. The billing list shows a clock icon next to these entries, and clicking it navigates to the corresponding flight log entry. This link works in both directions — the flight log also shows when a billing entry has been generated for a flight.

Each flight can have at most one billing entry. If a billing entry already exists for a flight, the generate button is not shown. Maintenance flights are excluded from billing.

Editing Entries

Click on any row in the billing list to view the entry details. From the detail view, click Edit to open the edit dialog. You can change any field — date, member, aircraft, description, charge, or credit. Click Update to save.

Editing an automatically generated entry is allowed. This is useful when the auto-calculated amount needs a manual adjustment — for example, applying a discount or correcting a rate that was misconfigured when the entry was generated.

Deleting Entries

From the entry detail view, click Delete. A confirmation dialog appears. Deleting an entry removes it permanently — it cannot be undone. If the entry was linked to a flight log, the flight log itself is not affected; only the billing entry is removed. A new billing entry can be generated from the same flight log afterward if needed.

You can also delete entries directly from the billing list using the trash icon in the actions column.

Exporting to QuickBooks Online

The billing list includes an Export button (download icon) that generates a CSV file formatted for QuickBooks Online invoice import. The export includes all entries matching the current filters, so you can use the filters to control exactly which entries are exported — for example, exporting only last month's entries for a specific member.

The CSV uses the QBO invoice import format with the following columns:

Column	Value
InvoiceNo	Sequential invoice number within the export
Customer	Member's full name
InvoiceDate	Entry date
DueDate	Same as entry date
Terms	"Due on receipt"
Item (Product/Service)	Mapped from the entry's category: "Aircraft Rental" for Flight Time, "Dues" for Dues, "Other" for General
ItemDescription	The entry's description text
ItemQuantity	1
ItemRate	Charge amount (positive) or credit amount (negative)
ItemAmount	Same as ItemRate

Charges appear as positive invoice rows. Credits appear as separate rows with negative amounts. This format can be imported directly into QuickBooks Online using the Import Invoices feature.

Tips

• Use the date range filter to match your club's billing cycle. If you invoice monthly, set the filter to "Last month" before exporting.
• The member filter is useful for resolving disputes or answering questions. Select the member and "All time" to see their complete billing history.
• When creating manual entries for recurring charges like monthly dues, include the period in the description (e.g., "Monthly dues — March 2026") so the entry is self-documenting.
• Automatic entries include the aircraft tail number, hours, and rate in the description. This detail flows through to the QBO export, giving your accountant or treasurer the context they need without additional lookup.
• If a rate was wrong when flights were billed, fix the rate going forward and manually edit or recreate the affected billing entries. Changing a rate does not retroactively update entries that were already generated.
• Export regularly. The QBO export is a snapshot of the current filtered view — keeping a monthly export cadence prevents a backlog at year-end.