Billing and Payments
The most detailed flight school billing system on the market
Auto-generated itemized invoices from Hobbs/tach time, real-time QuickBooks Online / Sage Intacct / Exact Online sync with line-item GL mapping, deferred revenue for ab-initio packages and contracts, and automatic credit memos. Billing and accounting are first-class citizens alongside scheduling, training, and maintenance.
Customizable Products and Rates
Easily manage pricing with Aviatize's flexible rate configuration. Whether you need specific rates for a tail number, a training type, an instructor, or even for a particular day, you're always in control to ensure accurate billing.
Configure product types and additional items such as subscriptions, packages, books, merchandise, or even food, while tracking stock levels in real-time.
Need to calculate instructor pay? That's seamlessly integrated into the billing module as well. With Aviatize, managing rates and products is effortless, ensuring your operations stay efficient and accurate.
From Account or pay-as-you-go ?
Every flight school operates differently, and Aviatize adapts to your needs. Whether you invoice flights individually or manage funds on account for each student, our platform supports both payment methods.
Simply configure your preferred payment settings, and Aviatize takes care of the rest—ensuring payments are handled exactly the way your school operates.
Seamless Integration with Payment and Accounting Systems
Aviatize's modern open API makes connecting to your preferred systems effortless. Easily integrate with platforms like Stripe, Clover, QuickBooks, Sage, or Exact to streamline your operations.
Invoices can be seamlessly sent on the PEPPOL network to adhere to legal invoicing sending requirements — keeping your flight school compliant with e-invoicing mandates across Europe and beyond.
Using a different system? No problem—just let us know, and we'll help you make it work. With Aviatize, integration is simple and flexible to fit your needs.
Frequently asked questions
Common questions about the Billing and Payments module.
How does Hobbs-based billing work in Aviatize?
When a pilot checks out after a flight, Hobbs start and end times are recorded. Aviatize calculates the billable time and generates an itemized invoice automatically based on your configured rates — with separate line items for aircraft revenue, instructor revenue, landing fees, and fuel surcharges. Each line maps to the correct GL account in your accounting platform. No manual calculations, no manual classification.
Does the billing system handle deferred revenue for ab-initio packages and contracts?
Yes. When a student buys a prepaid block-hour package, an ab-initio program, or signs an airline cadet / VA-sponsored contract, the value books to a deferred revenue account in your accounting platform. Aviatize recognizes revenue out of deferred and into the appropriate revenue accounts as flights are flown — not when the package is sold. The Contract Management module manages allocations, payment schemes, and overage rates.
What happens when a billing mistake is corrected?
Aviatize generates a negative invoice that voids the original line items, then generates a corrected invoice. Both flow to your accounting platform automatically as proper credit memo plus replacement. No manual journal entries, no editing in QuickBooks/Sage/Exact, no reconciliation drift. The audit trail is intact in both systems.
What payment methods does Aviatize support?
Aviatize supports credit and debit cards, Apple Pay, Google Pay, ACH transfers, cash, and checks. Online payments are processed through Stripe or Clover. You can also manage account balances with prepaid credits, automatic deductions after each flight, monthly subscription billing, and phase-based contract payments.
Does Aviatize integrate with accounting software in real time?
Yes — and importantly, the integration is real-time, not a nightly batch. Aviatize syncs every invoice, payment, credit memo, and customer event to QuickBooks Online, Sage Intacct, or Exact Online the moment it happens, with line-item GL mapping. The same engine extends on request to Xero, NetSuite, FreshBooks, Zoho Books, and MYOB. PEPPOL e-invoicing is also supported for European compliance.
How are chase plane flights, maintenance flights, and DNF requests handled?
All routed automatically to the correct internal accounts. Chase plane and maintenance flights are not student-billable. Did-not-fly (DNF) requests follow the school's no-show / late-cancel policy. Fuel reimbursements are tracked as separate line items. The accounting team does not need to manually reclassify any of these because the operations module knows what each event is.
See Billing and Payments in Action
Book a demo to see every module in action. No commitment required.