Skip to main content

Documentation Index

Fetch the complete documentation index at: https://docs.pilotflows.com/llms.txt

Use this file to discover all available pages before exploring further.

​
Accounting

The Accounting module provides comprehensive financial management for your organization. Track income and expenses, manage invoices and payments, handle products and services, and maintain complete financial records.
Accounting dashboard showing financial overview

​
Overview

The Accounting module is a complete financial management system designed for aviation and skydiving organizations. It handles invoicing, expense tracking, payment processing, product management, and financial reporting.

​
Key Features

Invoice Management

Create, send, and track invoices. Support for multiple currencies, tax rates, payment terms, and automated numbering.

Expense Tracking

Record and categorize expenses. Track vendor payments, receipts, and expense approvals. Link expenses to specific projects or aircraft.

Payment Processing

Record payments against invoices, track payment status, and manage payment methods. Support for partial payments and payment plans.

Product & Service Catalog

Create a catalog of products and services with pricing, tax rates, and descriptions. Use products when creating invoices.

Bank Account Management

Track multiple bank accounts, reconcile transactions, and monitor balances. Import bank statements for reconciliation.

Financial Reports

Generate comprehensive financial reports including profit & loss, balance sheets, cash flow, and custom reports.

Quotes & Estimates

Create quotes for potential customers. Convert quotes to invoices when accepted. Track quote acceptance rates.

Credit Notes

Issue credit notes for refunds, adjustments, or corrections. Link credit notes to original invoices.

​
Accounting Sections

The Accounting module is organized into several sections accessible via tabs:
  • Dashboard - Financial overview and key metrics
  • Invoices - Invoice management (includes Quotes, Credit Notes, and Products)
  • Expenses - Expense tracking and management
  • Balances - Member and organization account balances
  • Reimbursements - Employee reimbursement requests
  • Payments - Payment processing and bank reconciliation
  • Reports - Financial reports and statements
Access these sections using the tabs at the top of the Accounting page. The Invoices tab includes access to Quotes, Credit Notes, and Products management.

​
Getting Started

1

Configure Accounting Settings

Before creating invoices or expenses, set up your accounting configuration:
  1. Go to Settings → Accounting
  2. Set your currency
  3. Configure tax rates
  4. Set up invoice and quote numbering
  5. Enter company information
  6. Configure payment terms
Accounting settings configuration page
2

Set Up Chart of Accounts

Organize your financial accounts:
  1. Navigate to Accounting → Settings → Chart of Accounts
  2. Add account categories (Income, Expenses, Assets, Liabilities)
  3. Create sub-accounts as needed
  4. Set account types and codes
A well-organized chart of accounts makes reporting and analysis much easier. Set it up early.
3

Create Your First Invoice

Start invoicing:
  1. Go to Accounting → Invoices
  2. Click New Invoice
  3. Select a customer
  4. Add line items (products or custom items)
  5. Apply tax rates
  6. Set payment terms
  7. Save and send
Invoices can be sent via email directly from the system. Recipients receive a professional PDF invoice.
4

Record Your First Expense

Track expenses:
  1. Go to Accounting → Expenses
  2. Click New Expense
  3. Enter expense details
  4. Select category and account
  5. Attach receipt (optional)
  6. Save expense
Expenses can be linked to vendors, projects, or aircraft for better tracking and reporting.

​
Invoice Management

​
Creating Invoices

1

Start New Invoice

Click New Invoice from the invoices page or dashboard.
2

Select Customer

Choose an existing customer or create a new one. Customer information auto-fills on the invoice.
3

Add Line Items

Add products or services:
  • From Catalog - Select from your product/service catalog
  • Custom Item - Enter description, quantity, and price manually
Form for creating a new invoice
4

Configure Invoice Details

Set invoice properties:
  • Invoice Number - Auto-generated or custom
  • Date - Invoice date
  • Due Date - Based on payment terms or custom
  • Tax Rates - Applied automatically or manually
  • Discount - Percentage or fixed amount
  • Notes - Additional information for customer
5

Review and Send

Review the invoice totals and details:
  • Subtotal
  • Tax amounts
  • Discounts
  • Total amount
Then choose to:
  • Save Draft - Save for later editing
  • Save & Send - Save and email to customer
  • Save & Print - Save and generate PDF

​
Invoice Statuses

Invoices can have different statuses:
  • Draft - Not yet sent to customer
  • Sent - Sent to customer, awaiting payment
  • Partially Paid - Some payment received
  • Paid - Fully paid
  • Overdue - Past due date, not paid
  • Cancelled - Invoice cancelled
  • Refunded - Payment refunded
List of invoices showing different statuses

​
Managing Invoices

Edit invoices that are in draft status or have not been fully paid. Changes are tracked in invoice history.
Send payment reminders to customers for overdue invoices. Customize reminder messages.
Record payments against invoices:
  1. Open the invoice
  2. Click Record Payment
  3. Enter payment amount and date
  4. Select payment method
  5. Save payment
Partial payments are supported. The invoice status updates automatically.
Download or email PDF versions of invoices. PDFs include your branding and are professionally formatted.
Create a copy of an existing invoice. Useful for recurring invoices or similar charges.

​
Expense Management

​
Recording Expenses

1

Create New Expense

Navigate to Accounting → Expenses → New Expense.
2

Enter Expense Details

Fill in expense information:
  • Description - What the expense is for
  • Amount - Expense amount
  • Date - When expense occurred
  • Category - Expense category
  • Account - Chart of accounts account
  • Vendor - Who you paid (optional)
  • Receipt - Upload receipt image/PDF
3

Link to Related Items

Optionally link expense to:
  • Aircraft - For aircraft-related expenses
  • Project - For project-specific expenses
  • Invoice - For expenses related to specific invoices
  • Member - For member-related expenses
4

Set Approval Status

If using approval workflow:
  • Pending - Awaiting approval
  • Approved - Approved for payment
  • Rejected - Not approved
Approval workflows can be configured in settings. Not all organizations use this feature.
5

Save Expense

Save the expense. It will appear in expense reports and affect your financial totals.

​
Expense Categories

Organize expenses by category:
  • Aircraft Maintenance - Repairs, inspections, parts
  • Fuel - Fuel and oil purchases
  • Insurance - Aircraft and liability insurance
  • Hangar/Storage - Facility costs
  • Training - Training-related expenses
  • Administrative - Office supplies, software, etc.
  • Marketing - Advertising and promotion
  • Travel - Business travel expenses
  • Other - Miscellaneous expenses

​
Payment Management

​
Recording Payments

1

Record Payment on Invoice

The easiest way is from the invoice:
  1. Open the invoice
  2. Click Record Payment
  3. Enter payment details
  4. Save
Payment is automatically linked to the invoice.
2

Record Standalone Payment

For payments not linked to invoices:
  1. Go to Accounting → Payments → New Payment
  2. Enter payment details
  3. Link to customer or other entity
  4. Save
3

Payment Methods

Record payment method:
  • Cash
  • Check
  • Bank Transfer
  • Credit Card
  • PayPal
  • Other

​
Payment Reconciliation

Reconcile payments with bank statements:
1

Import Bank Statement

Upload bank statement (CSV or OFX format) to import transactions.
2

Match Transactions

Match imported transactions with recorded payments. System suggests matches based on amount and date.
3

Reconcile Account

Mark transactions as reconciled. Unmatched transactions can be investigated or recorded as new payments/expenses.

​
Products and Services

​
Creating Products

1

Access Product Catalog

Go to Accounting → Products → New Product.
2

Enter Product Details

Fill in product information:
  • Name - Product or service name
  • Description - Detailed description
  • SKU - Stock keeping unit (optional)
  • Price - Unit price
  • Tax Rate - Default tax rate
  • Category - Product category
  • Unit - Unit of measure (hour, item, etc.)
  • Image - Product image (optional)
3

Set Visibility

Control who can see the product:
  • Public - Visible in shop
  • Members Only - Only logged-in members
  • Private - Not shown in shop
4

Save Product

Save the product. It’s now available when creating invoices or in your shop.

​
Using Products in Invoices

When creating invoices, you can:
  • Search products by name or SKU
  • Add products with one click
  • Prices and tax rates auto-fill
  • Update quantities as needed
  • Products appear in shop (if visibility allows)

​
Bank Accounts

​
Adding Bank Accounts

1

Add Bank Account

Go to Accounting → Bank Accounts → New Account.
2

Enter Account Details

Provide bank account information:
  • Account Name - Descriptive name
  • Bank Name - Bank institution
  • Account Number - Last 4 digits (for security)
  • Account Type - Checking, Savings, etc.
  • Opening Balance - Starting balance
  • Currency - Account currency
3

Set as Default

Mark as default account if this is your primary account. Default account is used for new transactions.

​
Bank Transactions

Track transactions for each account:
  • Deposits - Money coming in
  • Withdrawals - Money going out
  • Transfers - Between accounts
  • Reconciliation - Match with bank statements

​
Quotes and Estimates

​
Creating Quotes

1

Create Quote

Go to Accounting → Quotes → New Quote.
2

Build Quote

Similar to invoices:
  1. Select customer
  2. Add line items
  3. Set validity period
  4. Add terms and conditions
  5. Save quote
3

Send Quote

Send quote to customer via email. They receive a professional PDF.
4

Convert to Invoice

When customer accepts:
  1. Open the quote
  2. Click Convert to Invoice
  3. Quote items copy to invoice
  4. Complete invoice and send

​
Credit Notes

​
Issuing Credit Notes

1

Create Credit Note

Go to Accounting → Credit Notes → New Credit Note.
2

Link to Invoice

Optionally link to original invoice. This helps track refunds and adjustments.
3

Enter Credit Details

Specify:
  • Reason for credit
  • Amount to credit
  • Items being credited
  • Reference number
4

Apply Credit

Credit can be:
  • Applied to future invoices
  • Refunded to customer
  • Left as account credit

​
Financial Reports

Financial reports are available in the Accounting module. Access them from Accounting → Reports tab.

​
Available Reports

Generate comprehensive financial reports with customizable formats:

Profit & Loss

Income vs expenses over a period. Shows net profit or loss.

Balance Sheet

Assets, liabilities, and equity at a point in time.

Cash Flow

Money in vs money out. Track cash position.

Aged Receivables

Outstanding invoices grouped by age. Identify overdue payments.

Expense Report

Expenses by category, vendor, or time period.

Sales Report

Sales by product, customer, or time period.

​
Generating Reports

1

Access Financial Reports

Go to Accounting → Reports tab from the accounting navigation.
2

Select Report Type

Choose the financial report you need from available options.
3

Set Date Range

Select the time period for the report:
  • This month
  • Last month
  • This quarter
  • This year
  • Custom range
4

Apply Filters

Filter by:
  • Customer
  • Product category
  • Account
  • Status
  • Other criteria
5

Generate Report

Click Generate to create the report. View online or export to PDF/CSV.
Financial reports are separate from the incident reporting system in the main Reports module. Financial reports are accessed through the Accounting module’s Reports tab.

​
Dashboard Overview

The accounting dashboard provides a quick overview:
  • Total Revenue - Sum of all paid invoices
  • Total Expenses - Sum of all expenses
  • Net Income - Revenue minus expenses
  • Outstanding Invoices - Unpaid invoice amounts
  • Recent Activity - Latest invoices, expenses, and payments
Dashboard showing financial summary cards

​
Best Practices

1

Set Up Properly First

Configure all settings before creating transactions. This ensures consistency and accurate reporting.
2

Use Products Catalog

Create products for common items. This speeds up invoice creation and ensures consistent pricing.
3

Record Expenses Promptly

Enter expenses as soon as possible. Attach receipts immediately to avoid losing them.
4

Reconcile Regularly

Reconcile bank accounts monthly. This catches errors and ensures accuracy.
5

Review Reports Monthly

Generate and review financial reports monthly. This helps identify trends and issues early.

​
Troubleshooting

  • Check invoice settings for numbering format
  • Verify next number is correct
  • Manually adjust if needed
  • Contact support if pattern is incorrect
  • Verify tax rates in settings
  • Check if tax is applied correctly on line items
  • Ensure tax rates match your location
  • Review tax configuration
  • Check date filters
  • Verify you’re in the correct organization
  • Search by customer or invoice number
  • Check if transaction was deleted or archived