A good invoice does more than state an amount. It connects the assignment, agreed compensation, reimbursable costs, payment terms, and your payment instructions in a format the client's accounting team can process quickly.
1. Confirm the commercial terms before departure
Save written confirmation of the day rate, travel or positioning-day rate, per diem, reimbursable expenses, cancellation terms, special premiums, and expected payment terms. Also identify the billing contact and learn whether the client requires a purchase order, vendor onboarding, W-9, receipt package, or a particular invoice format.
2. Assign a unique invoice number
Use a numbering system that stays unique and sorts logically. A simple example is the year followed by a sequential number, such as 2026-0017. The invoice number should appear on the PDF, in the email subject, in your trip and income log, and beside every related expense.
3. Identify the assignment clearly
Include the client, aircraft or tail number when appropriate, your role, assignment dates, route or location, and any purchase order or trip reference. Keep the description concise enough for accounting while specific enough that the flight department recognizes the assignment.
4. Itemize each compensation category
Separate assignment days, travel days, per diem, approved premiums, and reimbursable expenses. Itemization makes the total easier to verify and reduces email back-and-forth. Use a quantity and rate for recurring categories rather than entering only a lump sum.
5. Attach the required expense support
When the client reimburses expenses, provide the requested receipts or a supporting expense report. Keep a separate record of the vendor, date, category, amount, receipt status, submission date, and reimbursement date so unpaid expenses do not disappear inside an old email thread.
6. State the due date and payment instructions
Use the agreed payment terms to calculate a specific due date. Verify the payment instructions every time. Share only the information the client needs and use appropriate security practices for sensitive banking information.
7. Export a fixed PDF and log the invoice
Send a PDF rather than an editable spreadsheet. Immediately log the sent date, due date, amount, status, and client. When payment arrives, enter the amount paid and paid date. For partial payments, preserve the remaining balance instead of marking the invoice complete.
8. Follow up professionally
A reminder should be brief and specific: invoice number, amount, due date, and a question asking whether anything else is needed to process payment. Keep notes about promised payment dates and follow-up conversations.
This article provides general administrative information, not legal, tax, accounting, employment, regulatory, or financial advice.