Guest payments and the card reader

1. 1At check-in, Close out & invoice then Show QR to pay puts a code on the instructor's phone — the member scans it, sees the invoice lines, and pays on their own phone. The payment settles that exact invoice; the link can also be copied or texted.
2. 2Send the guest to a4flight.com/pay, or create a flight payment link from the flight and send that instead.
3. 3The guest enters the amount or opens the pre-priced link, pays by card, and gets an emailed receipt.
4. 4The payment lands in Finance → Payments as received but unassigned.
5. 5Assign it to a member account, an aircraft or an invoice so it shows up in the right ledger and P&L.

Flight payment links are priced by the same rate resolver the club invoices with, so a guest link and a member invoice never disagree.

• Finance → Billing has the card reader panel: pick the reader, enter the amount and the member or invoice, then present the card.
• Readers are registered in settings; a reader that is offline shows as unavailable rather than failing mid-charge.
• Cash, check and offline card payments are logged by hand from the same screen.

• When a member has authorized a card, the invoice you create at check-in is charged automatically the moment it is issued — the sheet shows it as paid, no QR code needed.
• If the automatic charge is declined or the card is paused, a Charge card on file button appears on the check-in sheet and the flight billing panel so you can retry at the desk.
• Members authorize the card themselves on Billing, Payments or during Get set up, and they set the per-invoice ceiling — charges above their limit wait for them.
• No card on file means no button: the QR code and the card reader stay the way to collect.