The Finance settings group controls organisation-wide financial defaults that affect whether pilots can book or fly, and how invoicing documents are generated. These settings form the financial foundation for your organisation's operations.
How to access Finance settings
- Open Settings from the main menu.
- Select the Finance group.
Fields
| Field | Type | Description |
|---|---|---|
| Minimum account balance for rental aircraft use | Numeric input (amount) | The minimum monetary balance a relation must have before they can use rental aircraft. Set to zero to disable. |
| Invoicing document template configuration | Template configuration | Controls the layout and content template for generated invoicing documents (invoices and statements). |
| Billing defaults | Configuration fields | Default billing parameters applied across the organisation when processing financial transactions. |
Warning
Changes to the minimum account balance take effect immediately and apply to all relations. Relations whose balance is below the new threshold will be blocked from booking or using rental aircraft right away.
Note
Changes to the invoicing template and billing defaults affect future documents and transactions only. Previously generated documents are not retroactively modified.
Common tasks
Setting up a prepaid balance requirement
- Open Settings and select the Finance group.
- Enter a positive value in the minimum account balance field (for example, 50 or 100).
- Save your changes.
- Relations whose account balance is below this amount will no longer be able to use rental aircraft.
- Communicate the new requirement to your pilots so they can top up their accounts.
Removing the balance requirement
- Open Settings and select the Finance group.
- Set the minimum account balance to zero.
- Save your changes.
- All relations can now book and use rental aircraft regardless of their account balance.
Updating the invoice template
- Open Settings and select the Finance group.
- Navigate to the invoicing document template configuration.
- Make your adjustments (for example, updating your organisation's address, VAT number, or payment terms).
- Save the template.
- Generate a test invoice to verify the output matches your expectations.
Good practices
Tip
After making changes to billing defaults or the invoice template, generate a test document to confirm the output is correct before relying on it for real transactions.
- When introducing a minimum balance requirement, give pilots advance notice and a reasonable period to top up their accounts before enforcing the rule.
- Set the minimum balance to an amount that covers at least one typical flight session. This protects the organisation from accumulating unpaid balances while remaining reasonable for pilots.
- Review and update your invoice template whenever your organisation's legal details, bank account information, or payment terms change.
- After making changes to billing defaults or the invoice template, generate a test document to confirm the output is correct before relying on it for real transactions.
- Periodically review the minimum balance setting to ensure it still aligns with your current pricing and operational costs.