Billing

The Billing tab controls how invoices are created and sent for a specific relation. Here you decide whether invoices use the person's own address or a separate company billing profile, configure VAT settings, preview what the next invoice will look like, enable automatic billing, and choose how invoices are delivered. You can also control whether flight instruction fees are charged to this relation.

What you see

When you open the Billing tab, you will find the following settings and controls:

Billing profile

The billing profile determines the name and address that appear on invoices.

• Use personal details -- invoices are addressed using the name and address from the Personal details tab. This is the default and works well for individuals who pay their own invoices.
• Use separate billing profile -- invoices are addressed to a different entity, such as a company, a training organisation, or a different administrative address. When you enable this option, additional fields appear:
  • Company name -- the legal name of the company or entity that should appear on the invoice
  • Billing address -- the street, postal code, city, and country for the billing entity
  • Contact person -- an optional contact name within the billing entity

Choose a separate billing profile when invoices must go to a company rather than to the individual, or when the invoice address differs from the person's home address.

VAT settings

• VAT number -- the VAT registration number of the billing entity. Enter this when the recipient is VAT-registered and needs the number on their invoices.
• VAT rate -- the VAT percentage applied to invoices for this relation. This may differ from the organisation default if the relation or their billing entity is subject to a different tax rate.

Flight instruction fee control

• Charge flight instruction fees -- enables or disables the charging of flight instruction fees for this relation. When enabled, flight instruction sessions with this person will generate charges on their Finance tab. When disabled, instruction fees are not charged, which may be appropriate for staff instructors or special arrangements.

Proforma billing

• Show Proforma bill -- opens a preview of what the next invoice would look like based on the current unbilled transactions on the relation's Finance tab. This is not a real invoice -- it is a preview for verification purposes.

Automatic billing controls

Setting up the billing profile

Use the relation's personal details

If the person pays their own invoices and the address on Personal details is correct for invoicing:

1. Open the relation record and navigate to the Billing tab.
2. Confirm that the billing profile is set to use personal details (this is the default).
3. Enter the VAT number if the person is VAT-registered.
4. Review the VAT rate and adjust if needed.
5. Click Save.

Set up a separate billing profile for a company

If invoices should go to a company, training organisation, or different address:

1. Open the relation record and navigate to the Billing tab.
2. Switch the billing profile to separate billing profile.
3. Enter the company name as it should appear on invoices.
4. Enter the full billing address including street, postal code, city, and country.
5. Enter the VAT number of the company if applicable.
6. Review the VAT rate and adjust if the company is subject to a different rate.
7. Click Save.

Previewing the next invoice with proforma billing

1. Open the relation record and navigate to the Billing tab.
2. Click Show Proforma bill.
3. Review the preview carefully:
   • Check which transaction lines are included
   • Verify the VAT breakdown and amounts
   • Confirm the total amount to pay
   • Review any optional comments
4. If everything looks correct, you can proceed with real invoice creation (from the Finance module or via automatic billing).
5. If something looks wrong, return to the relation record and correct the issue:
   • Wrong address? Update the billing profile or personal details.
   • Wrong amount? Check the Finance tab for incorrect transactions.
   • Wrong VAT? Adjust the VAT rate on the Billing tab.

The proforma preview reflects the current state of unbilled transactions. It updates every time you open it, so you always see the latest data.

Setting up automatic billing

Automatic billing creates invoices on a regular schedule without manual intervention. This is useful for organisations that bill many relations and want to reduce administrative overhead.

Step by step:

1. Open the relation record and navigate to the Billing tab.
2. Confirm that the billing profile, VAT number, and VAT rate are all correct. Fix any issues before enabling automation.
3. Enable Automated billing active.
4. Choose the billing interval that matches your organisation's billing cycle (daily, weekly, monthly, or quarterly).
5. Decide on auto-send options:
   • Enable Auto-send by email if invoices should be emailed automatically after creation.
   • Enable Auto-send by Peppol if your organisation uses the Peppol network and this relation accepts e-invoices.
6. Click Save.

Once activated, the platform will automatically create and (if configured) send invoices at the chosen interval. Only unbilled transactions are included in each automatic invoice.

Common tasks

Set or correct the invoice address

1. Open the relation record and go to the Billing tab.
2. Decide whether to use personal details or a separate billing profile.
3. If using a separate profile, update the company name, address, and country.
4. Verify the VAT number and rate.
5. Click Save.

Check what the next invoice will look like

1. Open the relation record and go to the Billing tab.
2. Click Show Proforma bill.
3. Review the billing lines, VAT breakdown, and total.
4. If corrections are needed, close the preview and fix the underlying data (billing profile, Finance tab transactions, or VAT settings).

Enable automatic billing for a relation

1. Open the relation record and go to the Billing tab.
2. Verify that the billing profile and VAT settings are correct.
3. Enable Automated billing active.
4. Select the billing interval.
5. Enable auto-send by email and/or Peppol as appropriate.
6. Click Save.

Disable flight instruction fee charging

1. Open the relation record and go to the Billing tab.
2. Find the Charge flight instruction fees setting.
3. Disable the setting.
4. Click Save.

This prevents instruction fees from appearing on the person's Finance tab. Use this for staff flight instructors, sponsored students, or other special arrangements.

Switch from personal billing to company billing

1. Open the relation record and go to the Billing tab.
2. Change the billing profile from personal details to separate billing profile.
3. Fill in the company name, address, and VAT number.
4. Click Save.
5. Click Show Proforma bill to verify the next invoice will use the new billing entity.

Good practice

• Set up billing during onboarding. Do not wait until the first invoice is due. Configure the billing profile, VAT settings, and automatic billing preferences as part of the new relation setup process.
• Use a separate billing profile only when genuinely needed. If the person pays their own invoices and their personal address is correct, the default (personal details) is simpler and avoids duplicate data.
• Verify VAT settings carefully. Incorrect VAT numbers or rates on invoices create compliance issues. Double-check these fields, especially when billing to companies in different countries.
• Always preview with proforma before the first real invoice. Make proforma review part of your billing setup routine.
• Review auto-billing settings periodically. As relations leave your organisation or change their billing arrangements, their automatic billing settings should be updated. Stale auto-billing settings can generate unwanted invoices.
• Check the email address before enabling auto-send. Automatic email delivery only works if the email address on file is correct. Verify it on the Personal details tab or the separate billing profile before enabling auto-send.