The Ledger is where an instructor bills for teaching. It is part of instructor tools, so the rail item appears only for accounts whose tier grants them. Four tabs: Invoices, Customers, Catalogue, Account. Above them, Billing as picks which business you are working in.
Set up a business
Everything in the Ledger belongs to a business. A solo instructor makes a one-person one and bills as that.
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Press Create business and give it a name and a description.
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Open the Account tab and start payout onboarding. This hands you to the payment provider for identity and bank details; DiveLogic never holds them.
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Set the account’s country and currency. When onboarding completes, the tab reads “Payouts are active.”
Until payouts are active you can build a catalogue and draft invoices, but you cannot send one for payment. Staff are invited from the Account tab in one of three roles.
- Owner: administers the business itself: payout account, staff, and dissolving it.
- Admin: runs the commerce and every invoice, but cannot dissolve the business or change who owns it.
- Instructor: raises invoices on the business’s payout account, sees only their own, and reads the catalogue without editing it.
Build the price list
The Catalogue tab is the price list. Items are grouped by category: course fee, gas, equipment rental, certification and other. Each is priced either flat, once whatever the quantity, or per unit, multiplied by it, with a unit of item, litre, day, hour, dive, or person. Gas is priced per litre, and a gas item also carries the mix it prices, as O₂ and He percentages.
Archiving an item is not a delete: historical invoices keep the price and unit they were written with.
Bill a customer
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Add the customer on the Customers tab. An invoice needs one.
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On Invoices, create a New invoice and pick the customer. It starts as a draft.
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Add lines: Add from the price list, Add gas from a dive plan, or Add a blank line for a one-off.
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Set the due date and a memo under Terms.
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Check the subtotal, processing fee and total, then press Finalise & send. “The invoice becomes final and its lines can no longer be edited.”
Add gas from a dive plan turns a plan’s calculated gas consumption into invoice lines, matching each gas the plan used against a catalogue item with the same mix. If no item matches, it refuses; add that gas to the price list and try again.
A draft is the only editable state. A finalised invoice is open, then past due, paid, void or uncollectible, and carries links to its hosted page and PDF, the documents the customer sees. When a customer pays, the instructor who raised it is notified.
Next
- Courses is the teaching side of the same job.
- Subscription and billing covers what you pay DiveLogic.