---
title: "Ledger"
description: "Instructor invoicing: set up a business, build a price list, bill customers, and get paid."
---

> Documentation Index
> Fetch the complete documentation index at: https://docs.divelogic.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Ledger

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.

1. Press **Create business** and give it a name and a description.

2. Open the **Account** tab and start payout onboarding. This hands you to the
   payment provider for identity and bank details; DiveLogic never holds them.

3. 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

1. Add the customer on the **Customers** tab. An invoice needs one.

2. On **Invoices**, create a **New invoice** and pick the customer. It starts as
   a **draft**.

3. Add lines: **Add from the price list**, **Add gas from a dive plan**, or
   **Add a blank line** for a one-off.

4. Set the **due date** and a **memo** under Terms.

5. 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](/account/courses) is the teaching side of the same job.
- [Subscription and billing](/account/subscription) covers what you pay
  DiveLogic.

Source: https://docs.divelogic.ai/account/ledger/index.mdx