Private Airline Pilot Invoice Template

The Private Airline Pilot Invoice Template is an administrative tool used by Pilots intending to collect payment for previous flights. This can be sent to large airlines, charter companies,  and other entities required to pay the Pilot issuing this invoice. This template presents a format that will organize the Pilot’s business information, the material defining the flight, and the Client but will allow customizations as needed. It is worth noting the subject matter this document requests would be considered standard content for an invoice and thus, every current section should be left intact to present the information it requests.


  • Salary: $115,670 per year (source: BLS)

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Bill To
Line Item

How to Write in PDF and MS Word

Download: Adobe PDF, Microsoft Word (.docx)

Step 1 – Download The Displayed Template As A Word Or PDF Document

The Private Airline Pilot Invoice is obtainable using the “PDF” or the “Word” buttons under the preview image on this site. Either will deliver access to the same template but each version will be editable with its respective software. The links (“Adobe PDF” and “Microsoft Word (.docx)”) in this portion of the page are a convenient method to gain access to the same document.


Step 2 – Attach The Pilot’s Contact Information

The full “Company Name” used by the Airline Pilot for his or her business is the first requested item of this template. Present it as the first item in the header by clicking on the “Company Name” text box at the top of the page. Once selected, type in the full Airline Pilot’s “Company Name” or Professional Name.  This formal Business Name you supplied should be accompanied with the full “Name” of the Pilot (or that of an Office Representative in the Pilot’s Business) placed on the blank line directly beneath the textbox. This should be the individual set to answer any Client questions regarding this paperwork.  After identifying the Piloting Business and the Pilot or Representative, the mailing address should be discussed. The three empty lines continuing the current area are designated with items in a standard mailing address. These lines are reserved for the Piloting Business or Pilot’s Professional Address. The “Street Address” line is set for the Piloting Business building number, street/road, and unit number leaving the remainder of Pilot’s Professional or Business Address to be entered on the “City, State, Country,” and “Zip Code” lines.  The two lines following the Piloting Business Address reserve themselves to receive the Business “Phone” number and “E-Mail” address the Piloting Business expects its Clients to use if contact (regarding this paperwork) is desired. 


Step 3 – Introduce This Invoice With Its Reference Information

The dividing bar set below the header seeks the filing number assigned by the Piloting Business to this request. Thus, seek out the “Invoice #” line in this area and furnish the flight’s “Invoice #” as it appears in the Piloting Business’ accounting system.  Next, document the current “Date” as the first calendar day of this invoice request for payment. This is customary for tracking purposes as well as to set a timeline of payment. If the current “Date” is inappropriate then one in the future may be used as well. There will be an opportunity to discuss additional important dates such as when the flight took place in a future section of this invoice.   


Step 4 – Assign The Passenger Or Paying Client The Responsibility Of Payment

The Client and Passenger may be two different entities. Therefore a separate section to describe the flight will be presented next. Before we define the flight being billed we must address the Paying Client. This should be done by directly inputting the full “Name” of the Party (Individual or Business Entity) obligated to pay this invoice on the first space following the heading “Bill To” then furnishing the Passenger or Paying Client’s billing address down the three lines that follow (labeled as “Street Address,” “City, State, Country,” then “Zip Code”).


Step 5 – Discuss The Provided Piloting Services

There are many reasons why a Pilot is being hired. In general, Private Airline Pilots are often paid as contractors especially if employed by a newer airline. Thus, the flight date along with the length of time and the number of miles traveled should be documented before payment is requested. The “Description” portion of the invoice table is set as the staging area for this report.


Step 6 – Deliver The Cost Of The Commissioned Flight

The “Amount” column is a reporting area for the cost of the Private Airline Pilot’s services and requires the dollar “Amount” the Pilot expects to be paid in the first field under this heading. The “Subtotal” field that follows will seek to confirm the single “Amount” you recorded above or the sum of all values reported. Present the dollar value expected for all the piloting services (that were priced above) in the field attached to the “Subtotal” label.  All service and sales taxes the Pilot may need to add to the “Subtotal” should be produced for review in the “Tax/VAT” field.  Lastly, add the piloting “Subtotal” to the required taxes (in “Tax/VAT”). The amount you reach will be the “Total” owed for the piloting services supplied and should be reported in the last field of this table. 


Step 7 – Declare The Pilot’s Payment Deadline

The statement that finalizes this template (“Payment Is Due…”) tasks itself with informing the Paying Client/Passenger with the number of “Days” he or she is given to submit payment on time. Keep in mind that day 1 will be the Invoice “Date.” 


Step 8 – Record Additional Flight Or Invoice Details If Needed

If the Piloting Business intends more topics to be delivered, then import or furnish them to space after the label “Comments Or Special Instructions.” 


How to Write in MS Excel

Download: Microsoft Excel (.xlsx)

Step 1 – Download The Excel Template To Bill Your Flight Clients

Locate the “Microsoft Excel (.xlsx)” labeled link in this section then select it. Alternatively, the “Excel” button on display underneath the Airline Pilot Invoice image links to the same spreadsheet template. Select either, then once you’ve gathered all the details defining the services requiring payment, open your copy with your Excel spreadsheet editor.


Step 2 – Identify The Private Airline Pilot Behind This Paperwork

The Private Airline Pilot sending this invoice must identify his or her business before requesting payment. Many businesses will employ a logo or trademark image as part of the presentation to its Clientele. Cell A1 is reserved for such an image file. The “Insert” menu item will allow you to directly import the Pilot’s logo or trademark to cell A1.  The next two cells down shall require a report on the “Company Name” the Pilot Business operates under (legally) and the “Name” of the Pilot or the Employee involved with this request. Furnish these names to cells A2 and A3 respectively.  Column A continues with some supporting contact information regarding the Pilot. Cell A4, A5, and A6 contain the language necessary to guide you in recording the Pilot’s “Street Address,” “City, State, Country,” and corresponding postal code or “Zip Code” as the mailing address where the Piloting Business can be reliably contacted.  The Pilot’s “E-Mail” address and the “Phone” number are the next requests you must satisfy on this sheet. Cell A7 and cell A8 are reserved fields for this information so that it can display at the top of the page with the Invoice Sender’s information. 


Step 3 – Deliver The Pilot’s Reference For This Invoice

It is strongly recommended that a distinct filing or reference number be attached to this paperwork as the piloting or flight invoice number. Cell F4 holds itself for this entry to be made. This number will be the document identification number that will attach all the flight details you supply to the two parties (Pilot, Passenger/Client) involved.    The first calendar day when the Pilot or the Piloting Business formally makes this request (for payment) to the Client must be documented. Cell H4 shall adopt the standard method of assigning the current calendar day this invoice is worked on as its first calendar day of effect. You may substitute a different “Date” by deleting the contents of cell H4 and typing the desired Invoice “Date” as the content of this field.


Step 4 – Name The Pilot’s Client

The Passenger paying for the piloting service or the Client who has assumed this responsibility must be named properly in the next section. That is, input the Payer’s full “Name” in cell A11 so that it is presented immediately under the “Bill To” heading. 

Continue to cell A12 with the Piloting Client’s “Street Address” then to cell A13 with the corresponding “City, State,” and “Country.”  Lastly the Piloting Client’s “Zip Code” must be produced. Input the postal code to cell A14. 


Step 5 – Describe The Flight Being Billed

Naturally, the flight being billed should be documented for the Paying Client’s review. Oftentimes, the Client will be an airline that pays on a contractual basis, thus report the title of the employment agreement (if any) or the times of work, the origin and destination, and other such definitions to cell A17. 

Step 6 – Discuss The Cost Of The Piloting Services

Now, we have arrived at the request being made in cell H17. Notice this field is paired off in a table with the “Description” you produced. Deliver the cost of the flight or the piloting services that must be paid. This figure should be a raw figure that does not factor in any tax amounts.  Cell H18 seeks the sum of all costs reported in the field above it. Sum these items to one figure that you report as the piloting “Subtotal” for this invoice.  The taxes the Pilot may be required to charge is a mandatory display. Use the figure for the piloting service’s “Subtotal” and any applicable tax codes to reach this dollar value, then record it for review in cell H19.  A formal request will necessitate that the “Total” be presented independently of all its supporting information. Thus, calculate the piloting service’s “Total” by adding cell H18 to H19 and reporting the figure you arrived at in cell H20. 


Step 7 – Dispense The Piloting Business’ Deadline

Many would consider it a wise decision to take advantage of the sentence in cell A21. This language shall assign a specific period of time after the invoice date when the Pilot will assume that an on-time payment is in transit. Record the number of “Days” making up this period in place of the bracketed symbol just after the words “Payment Is Due In…” 


Step 8 – Include Additional Flight Comments Or Payment Instructions If Needed

If the Pilot or the Piloting Business has content that has been thus far unaddressed, then locate cell A22. The label here “Comments Or Special Instructions” calls attention to this field where you may present additional comments, enter payment or follow-up instructions, or cite attachments.