Skip to main content
By following this guide, you will configure labor billing rates by mechanic type, set parts markup tiers, generate maintenance estimates linked to work orders, manage the approval workflow, and track billing through to invoice generation.
Who should read this: Maintenance billing administrators, directors of maintenance, and MRO managers responsible for pricing maintenance work and managing the estimate-to-invoice pipeline.Required permission: maintenance_ops — read to view billing data, update to create rates, markups, and estimates. Finance permissions may be required to generate invoices.Regulatory basis: 14 CFR 145.219 requires repair stations to maintain records of work performed, including charges. While billing is primarily a business function, accurate cost tracking supports 14 CFR 43.12 maintenance record requirements and provides documentation for customer disputes or FAA audits.

​
Billing Workflow

The maintenance billing pipeline flows through these stages:
Each transition is audit-logged in the billing events trail.

​
Configure Labor Rates

Navigate to Maintenance > Billing Settings to manage labor rate schedules.

​
Configure Markup Rules

​
Generate an Estimate

​
Send an Estimate for Approval

From the estimate detail page:
  1. Click Send for Approval
  2. The system generates a formatted estimate document
  3. An email is sent to the customer with the estimate details
  4. The status changes to Pending Approval
  5. The sent timestamp is recorded in the billing events log

​
Handle Approvals and Rejections

​
Approved

When the customer approves the estimate:
  1. Open the estimate and click Mark Approved
  2. Enter the approver name and any approval reference
  3. The status changes to Approved and the work order can proceed

​
Rejected

When the customer rejects the estimate:
  1. Open the estimate and click Mark Rejected
  2. Enter the rejection reason
  3. To revise, click Create Revision — a new estimate version is created with the original items pre-populated, incrementing the revision number

​
Generate an Invoice

Once work is complete and the estimate is approved:
  1. Open the approved estimate
  2. Click Generate Invoice
  3. Review the final amounts (adjusted for actual hours if T&M)
  4. The system creates an invoice linked to the estimate and work order
  5. The billing event trail records the full lifecycle

​
The Billing Dashboard

Navigate to Maintenance > Billing Dashboard for a summary view:
  • Open Estimates — Drafts and pending approval
  • Approved — Ready for work or invoicing
  • Invoiced — Sent to customer
  • Revenue summary — Total billed by period

Manage Work Orders

Work orders are the source of maintenance billing.

Work Order Templates

Templates include estimated hours for consistent pricing.

Component Tracking

Parts costs flow from component records into estimates.

Compliance Dashboard

Monitor billing alongside fleet compliance status.
Last modified on April 5, 2026