How does usage-based billing and automatic invoice generation work?

Kai can automatically generate invoices from usage logs based on your billing rules.

How it works

1. Members log usage — flight hours, kilometres, nights, etc.
2. Kai applies billing rules — calculates the charge for each entry
3. Invoices are generated — manually or on a schedule
4. Members pay — mark invoices paid to clear the balance

Billing rule types

Kai supports three rule types, each with multiple configuration options:

• Usage charge — rate per hour / kilometre / night, with optional per-member overrides, per-role overrides, owner exemptions, and minimum-charge floors
• Membership fee — recurring per-period fees per member or per member type
• Expense split rule — overrides how a specific expense category gets split

Invoicing modes

Set in Group settings → Financial → Billing:

• Disabled — no automatic invoicing; generate manually
• Per-usage — an invoice is created for each usage entry as it's logged
• Monthly — usage accumulates and is invoiced on a set day of the month

There is no automatic daily or weekly mode at the moment — use Monthly with manual top-ups if you need a custom cadence.

Usage-log states

• Uninvoiced — logged but not yet billed
• Invoiced — included on an invoice but not paid
• Paid — its invoice has been paid

Invoice statuses

• Draft — created, not sent
• Pending — queued for sending
• Sent — delivered to the member
• Paid — payment received
• Overdue — past the due date
• Cancelled — voided

Best practices

• Review usage logs before generating invoices, especially the first time
• Communicate the billing day clearly to members
• Reconcile invoice status regularly — overdue invoices age fast