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Features — Billing

Take the Turbulence Out of Billing with PreFlight

Say goodbye to financial headaches and hello to streamlined billing built exclusively for aviation. PreFlight’s Billing module transforms how you manage finances, from seamless payment processing to real-time financial insights. Ready to simplify, automate, and elevate your operations? Let’s explore the features that make PreFlight the ultimate choice.

Cleared for Takeoff: Simplified Billing

The Payments page is your command center, automating payment allocations, balancing accounts, and keeping finances transparent—Invoices draw down, Payments replenish. With flexible methods like credit card, ACH, or manual entry, you can handle everything from partial payments to refunds with ease. 

Real-time updates and exportable data keep you in control, while service fee transparency ensures no surprises. PreFlight’s streamlined tools let you focus on operations, knowing your finances are always in perfect formation.

PreFlight payment methods screen showing a saved Visa credit card ending in 4242, expiring in April 2028. The billing address is listed as 1234 PreFlight Ln, PreFlight, NC, 12345, US. A button labeled '+ ADD NEW CARD' allows users to add a new payment method. Designed for flight schools and clubs to manage billing, payments, and financial transactions seamlessly for flight reservations and aviation services.

Fly Through Payments with Ease

Accept payments without limits—via credit cards, ACH transfers, or point-of-sale transactions. Your transactions are secure and stress-free, thanks to PCI-compliant gateways and encrypted data storage.

Invoices on Autopilot

Say goodbye to manual invoicing. With PreFlight, invoices are generated automatically after every booking, providing a detailed breakdown of costs—including aircraft rental, instructor fees, and applicable taxes or fees—for complete transparency.

Easily review, edit, and send invoices directly from the platform, ensuring smooth financial management and crystal-clear communication with your students and members.

PreFlight Club Invoice 1141 – A professional flight school invoice with aircraft rental, flight instruction, and ground instruction listed. Features include real-time tax/fee calculation and payment options. Simplified billing for seamless aviation operations.
PreFlight integrations settings screen for connecting with QuickBooks. The interface shows options to enable or disable the integration and synchronize customer data via the SYNC button. Dropdown menus are available to map QuickBooks items for categories like Aircraft Rental, Instruction Fees, Ground Instruction, Fuel Reimbursements, Pre-Heat Fees, and Membership Fees. There are also fields for selecting a QuickBooks Checking Account for Expenses and a QuickBooks Accounts Receivable Account. A SAVE button confirms changes, and a DISCONNECT QUICKBOOKS button allows for disconnection. Designed to streamline billing and financial management for flight schools and clubs.

QuickBooks at Your Command

Stay in sync effortlessly with bi-directional QuickBooks Online integration. Every customer, invoice, and payment update flows seamlessly between PreFlight and your accounting software.

Simplify Revenue Sharing and Customize Billing Your Way

  • Automatic Split Payouts: Keep everyone paid on time with percentage-based distributions for instructors or stakeholders.
  • Custom Billing Settings: Adjust tax applications, enable fuel reimbursements, and manage non-revenue reservations to fit your unique operation.
  • Effortless Compliance: Ensure every dollar is accounted for with tailored settings that simplify audits and reporting.
PreFlight billing settings screen for managing payout information and billing preferences for flight schools and clubs. The Bank Account section displays the account holder name Robin Crorie, account number ending in 6789, and routing number 110000000 with an option to UPDATE ACCOUNT DETAILS. The Billing Settings panel includes options to enable or disable settings like Pay On Account, requiring a card on file for booking, and limiting maximum Hobbs/Tach hours. Other options include covering fees for credit card, ACH, and cash payments, disabling add funds, and enabling split payouts for instructors. Default instructor hourly rate set to $60 and tax rate at 0%. Designed to streamline billing and payment management for flight schools.
PreFlight member financial dashboard displaying 16 total members with financial summaries. Metrics include Total Balances of $28,767.49, Total Revenue of $5,565.40, and Total Paid of $3,321.45, all showing a +999% increase. The table lists members’ first and last names, emails, account balances, total revenue, total paid amounts, and last flight dates. Examples include Agustin Calderon with a balance of $2,185.80, and Jake Sanabria with $4,501.16. The interface features an EXPORT CSV button and search functionality. Designed for flight schools to manage member accounts, track payments, and analyze financial data.

Financial Insights at 30,000 Feet

Get a bird’s-eye view of your finances. PreFlight delivers granular financial reports, tracking income by date, service, or resource. Filter, export, and analyze data to make informed decisions.

Empower Members to Take Control

Empower your users with personal billing accounts. Let members top up balances, view transactions, and download invoices through a secure, user-friendly portal.

PreFlight account balance widget showing a current balance of $4,839.19. A 'Add Funds' button is displayed beneath the balance, allowing users to top up their account. Designed for flight schools and clubs to manage user balances, payments, and financial transactions efficiently for flight reservations and services.
Fuel Reimbursement settings in PreFlight for wet aircraft rentals. Includes options to enable reimbursements, require receipt uploads, set reimbursement type (dollars or gallons), and define maximum reimbursement limits per gallon and total gallons. Simplified fuel expense tracking for flight schools and clubs.

Fuel Up Without the Runaround

PreFlight’s Fuel Reimbursement feature streamlines expense management with options for dollar-based or gallon-based reimbursements. Pilots can claim fuel during check-in, upload receipts for documentation, and direct reimbursements to specific accounts. All reimbursements are stored in a Reimbursement Account for future use or manual cash-out, ensuring a simple, transparent process.

Customize Your Transaction Costs with Ease

PreFlight’s Convenience Fee feature lets organizations customize transaction fees for credit card, ACH, and account payments, providing flexibility to align costs with financial goals. These fees replace PreFlight’s standard charges, allowing organizations to retain any extra revenue or cover shortfalls seamlessly. 

Why Choose PreFlight for Billing?

  • “Set it and forget it” automation: Let us handle the details while you focus on operations.

  • Tailored for aviation: Whether it’s tracking intro flights or splitting revenue, PreFlight has thought of every detail.

  • Unmatched security: Rest easy with PCI-compliant payment processing and data encryption.

  • Custom-fit plans: Choose between Resource Pricing or Partner Pricing to align with your goals.