Billing is where the money in Airstudio is recorded: every card charge at booking, every fee for a missed or moved session, every invoice to a school, every refund. Airstudio does not hold funds. Payments run through your own Stripe account, and Billing is the studio-side ledger and control panel for them.
| Source | What happens | Shows up in |
|---|---|---|
| Booking payment | A subject pays for a session package, and any add-ons, with a card at booking. A coupon can reduce it. | Payments tab, the session, the subject's Billing tab |
| Session fees | Cancellation, reschedule, no-show, and resit fees charged to the card on file under your policies. | Payments tab, the session |
| Organization invoices | Sessions billed to the school or league instead of the family, or products you sell them. | Invoices tab, the organization's Billing tab |
| Subject invoices | Products billed to an individual, paid through a hosted Stripe page. | Invoices tab, the subject's Billing tab |
| GotPhoto orders | Print and download orders placed in GotPhoto, when that integration is on. | GotPhoto Orders tab |
| Tab | Use it to |
|---|---|
| Payments | See every charge with its status, tax, Stripe fee, and net; download receipts; issue refunds; retry a declined session payment; open the Payment Report; export. |
| Invoices | See every invoice with amount due, paid, tax, and dates; open, void, mark paid manually, download, or delete; open the Invoice Report; export. |
| Products | Maintain the catalogue of things you can put on an invoice, each with a default price and a tax code. |
| Coupons | Create and track discount codes for booking. |
| GotPhoto Orders | Review orders and their payment status. Appears only when GotPhoto is connected. |
New invoices are not created from the Billing page. They start from an organization's or subject's Billing tab, or from the Sessions list.
Your studio connects a Stripe account once. From then on, Airstudio creates the charges, invoices, and refunds in that account on your behalf; Stripe moves the money, pays out to your bank, and files the tax it collects. Airstudio's fee is taken from each transaction before the payout, and every row in Billing shows the gross, the fee, and the net so the numbers tie to your Stripe balance.
| Action | Permission levels |
|---|---|
| See Payments and Invoices | Administrator, Regional Administrator, Scheduling Manager, Scheduling Analyst, Airstudio Support; Equipment Manager read-only |
| Create and send invoices; issue refunds; retry declined payments | Administrator, Regional Administrator, Scheduling Manager, Scheduling Analyst, Airstudio Support |
| Void, mark paid manually, or delete invoices | Administrator, Regional Administrator, Scheduling Manager, Airstudio Support |
| Manage products | Administrator, Regional Administrator, Scheduling Manager, Airstudio Support |
| Manage coupons | Administrator, Regional Administrator, Scheduling Manager, Scheduling Analyst, Airstudio Support |
| Connect or disable Stripe; open the Stripe dashboard; tax settings | Administrator, Airstudio Support |
| Download reports | Administrator, Regional Administrator, Scheduling Manager, Scheduling Analyst (payments), Airstudio Support; organization contacts for their own |
<aside> 💡
Before your first booking: connect Stripe, decide whether you charge sales tax and register if so, review the five system products, and set your cancellation and no-show policies. Everything else in Billing follows from those four decisions.
</aside>