Set up Product & Service items

To setup Product & Service items, go to Settings > Billing Hub > Product & Service Items

Product & Service items you create will be available at the point of sale. You can create an item for just about anything you'd like, but we have a few special types that are built-in:

  • Aircraft Rental Items: These are tied to a specific aircraft in Flight Schedule Pro so the item will be automatically added to the sale when generating a sale from a reservation. These also allow a multiple price points or "aircraft rates" per item. (See "Setup Aircraft Rental Pricing" below)
  • Instruction Items: Instruction items are tied to a specific instructor in Flight Schedule Pro so the item will be automatically added to the sale when generating a sale from a reservation. These allow multiple price points or "instruction rates" per item. (See "Setup Instruction Pricing" below)
  • Fuel Items: Pricing on these items allows for up to 4 decimal points.
products and service items

Set up Aircraft Rental Pricing


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Once you have billing set up correctly customers will automatically receive the right price at the point of sale.

To make this happen, there's a few things you'll need to set up:

  1. Aircraft Rate Types: Name the various rates you offer (i.e. Standard/Non-Member Rate, Owner Rate, Member Rate, Staff Rate, etc.)
  2. Aircraft Items: These are the "line items" for each aircraft. You'll create items and enter the pricing for each aircraft.
  3. Price Groups: These are what determine who receives which rates. Tell the system how pricing should be applied, and to whom.

Here's a couple of examples to provide you with a birds-eye-view...

Example #1: Give your staff a special aircraft rental rate:

  1. Add a custom Aircraft Rate Type called "Staff Rate"
  2. Enter the "Staff Rate" price on each aircraft item it applies to.
  3. Add a Price Group called "Staff pricing" and select all roles that contain your staff and select "Staff Rate" as the Aircraft Rental Rate.
  4. That's it!

      (A similar method should be used for Member pricing, CFI pricing, etc. - see below for more detail)

Example #2: Give leaseback owners a special rate for aircraft they own:

  1. Make sure the built-in aircraft rate type called Owner Rate is active
  2. For each aircraft this applies to, enter the special "Owner Rate" price for the aircraft item
  3. Users selected as Owners of the aircraft will receive the Owner rate for that aircraft so you'll need to edit each aircraft itself and specify any owners.

Make sense? Ok, lets get started...

Set up Aircraft Rate Types

Prerequisite: Review your Accounts and make sure they're set up the way you'd like.

To set up Aircraft Rate Types go to Settings > Billing Hub > Aircraft Rate Types

aircraft rate types


Each rate type you activate will be available as a price field when entering pricing for each aircraft.

Here's an example of rate types you may want to activate:

  • Standard Rate - Default rate for the aircraft. If you offer memberships this is equivalent to your Non Member rate.
  • Owner Rate - If active, this rate is applied to any user specified as an Owner of the aircraft.
  • Member Rate - Custom example
  • Staff Rate - Custom example
  • CFI Rate - Custom example

Selecting an Account for each Type: Notice you must select an "Account" for each rate type. To keep your Sales by Account report in Flight Schedule Pro simple you'll want to select the same Account (i.e. Aircraft Rental Revenue) for each Rate Type. However, you can break revenue down as much as you'd like (i.e. separate member rate revenue vs. standard rate revenue) by selecting a different account for each rate type. Your account selections here do not affect accounting integrations; they are only for reports within Flight Schedule Pro.

Custom Types: Custom rate types you add can be auto-applied to specific users or roles, using Price Groups. We'll go over Price Groups later in this setup guide.

Owner Rate: To use the Owner rate, make sure this rate type is active and be sure to specify any owner(s) of the aircraft by going to each aircraft's profile > "Edit Aircraft".

Once you have your aircraft rate types set up, you're ready to set up items.

Set up Aircraft Items

Prerequisite: Review Aircraft Rate Types and make sure they're set up the way you'd like.

Once you have your aircraft rate types set up, you're ready to set up the aircraft line items that will appear on invoices. We'll set up a product and service item for each aircraft.

a. Create an item for each aircraft:

  1. Go to Settings > Billing Hub > Product & Service Items 
  2. Click Tools > Item Generator (this tool will auto-create items for you)

b. Enter prices for each aircraft:

  1. To view aircraft items, go to Settings > Billing Hub > Product & Service Items
  2. Click the Filter button at the top-left of the list
  3. Click the Show Aircraft Items link. This will filter the list to show only aircraft items
  4. Choose an aircraft item and click Edit. Here, you'll define the details and rates for the aircraft
  5. Edit each aircraft until they are all set up.

Note: More information about Fuel Charges

Set up Instruction Pricing

Prerequisite: Review your Accounts and make sure they're set up the way you'd like.

To set up Instruction Rate Types go to Settings > Billing Hub > Instruction Rate Types

instruction rate types


Set these up if:

  1. You offer flight instruction; AND,
  2. You have different rates based on the type of instruction provided; OR,
  3. You want to separate the logging of time for lessons (i.e. separate flight time vs. ground time)

From a billing standpoint, each Instruction Rate Type you activate displays a separate price field when setting up instructor line items.

For example, you may want to log time and bill separately for these types:

  1. Primary Instruction
  2. Advanced Instruction

Notice you can select an "Account" for each type. To keep your Sales by Account report in Flight Schedule Pro simple you'll want to select the same Account (i.e. Instruction Revenue) for each type. However, if you want your Sales by Account report to show more detail (i.e. separate out Primary Instruction revenue vs. Advanced Instruction revenue you can select a different account for each type if you'd like. Your account selections here do not affect accounting integrations; they are only for reports within Flight Schedule Pro.

Set up Instructor Items

Review Instruction Rate Types and make sure they're set up the way you'd like.

Once you have your instruction rate types are set up, you're ready to set up the instructor line items that will appear on invoices. We'll set up a product and service item for each instructor.

  1. To view aircraft items, go to Settings > Billing Hub > Product & Service Items
  2. Click the Filter button at the top-left of the list
  3. Click the Show Instructor Items link. This will filter the list to show only instructor
  4. Choose an instructor item and click Edit. Here, you'll define the details and rates for the instructor
  5. Edit each instructor until they are all set up.

Do members or staff receive discounts on instruction? If so, this can be set up using Price Groups ( Settings > Billing Hub > Memberships & Price Groups > Add New > Price Group).