Set Up Billing Packages

Packages allow you to sell a bundle of instruction hours, flight hours, and/or products and services. You and your customers can then track the usage of items within the package.

See Invoicing for Packages for more information about charging for overall packages and for included package line items.

Step by Step

Create a Package

To create a new package, complete these steps:

1. 1. Navigate to Settings > Billing Hub and click on the Packages row. A list of packages that have been created for your company is displayed. 
      
      
      
      • Notes:
        • A lock icon is displayed for any package that a customer has been added to or invoiced for.
        • Only packages with a status of Active are displayed by default. To view Inactive packages, click in the Status filter and select Inactive.
   2. Click the Add Package button. 
      
   3. The New Package wizard is displayed with the Details tab open. Enter a name and select an Account for the package.
      • See Set up Accounts for more information about billing accounts.
   4. If your company has the QuickBooks Online integration enabled, then you have two options for the QBO field. 1- leave the QBO field blank and it will map to QBO as an account credit, the same way adding funds to a user profile works (most common). 2- map a QBO item from the package (less common) and it will map the package funds over to QBO as an item sold and recognize the revenue at package purchase.
      • See Setting up QuickBooks Online Integration for more information about the integration. Click Next.
        
   5. The Hours tab is displayed with a list of hour types that you can include in the package. Enter a rate and the number of hours for each hour type you want to include. You can remove any hour type you do not want to include (alternatively, hour types are ignored if you do not enter a rate and hour quantity). The Total is calculated for you based on the entered rates and hours. Click Next.
      • Notes:
        • Only Ground/Flight is selected by default. If this option is selected and you have defined custom instruction hours, those will be considered Flight or Ground depending on how you mapped those custom hours. If you select the Include Custom Types option, you can add different rates for each custom instruction type. See About Instruction Types for more information about custom instruction types.
        • Only Category & Class is selected by default. If this option is selected all aircraft that fall into that category and class will be assigned the package rate. If you select Make & Model, each aircraft that you have setup will be displayed with the option of assigning different fees to each make & model for more granularity and control.
        • If your standard package includes, for example, all hours in a Cessna 152 but has the option to upgrade to a Cessna 172 for an additional fee, you may enter the rate and hours for the Cessna 152 but only the rate and 0 hours for the Cessna 172. This will allow you to transfer hours between aircraft models using the package transfer workflow. More details on make/model.
        • See Adding Aircraft, Instructors, and Other Resources for more information about setting up aircraft.
        • Entered rates are specific to the package you are creating and do not affect any other rates. If a package has been sold to a customer and the customer is invoiced for an hour that is included in the package, then they will be charged the rate you defined for the package.
   6. Package Taxes
      • • The ability to assign a tax to each instruction and aircraft line.

1. 1. The Products & Services tab is displayed. Click +Add Product or Service, enter the name of a Products & Services item that you want to include in the package, and select the desired item from the search list. The standard rate / price for the selected item is displayed. Enter the quantity of the item you want to include in the package. Optionally, you can enter a discount percentage to apply to the standard rate / price. The Total is calculated for you based on the standard rate / price and the entered discount and hours. Repeat this process until you have added all of the items you want to include in the package, then click Next.
      
      •  Notes:
        • Only items defined in billing Products & Services settings are available to select. If entered text does not match an existing Products & Services item, you can add a new item by clicking the +Add button in the search menu. See Set Up Product & Service Items for more information about setting up Products & Services items.
        • Only Products & Services items associated with the following Item Types can be added to a package:
          • Service: Other Service
          • Service: Equipment Rental
          • Product
          • Fuel
          • Other Charge
        • The displayed Rate / Price is the standard rate or price that you have defined for the item in billing Products & Services settings. 
        • Entered discounts are specific to the package you are creating and do not affect any other discounts or rates. If a package has been sold to a customer and the customer is invoiced for an item that is included in the package, then they will be charged the discounted rate you defined for the package.
        • If the package price is not matching up with what you offer or if you charge an admin fee, then this should be setup as additional product/service.
   2. The Package Price view is displayed. A list of all hour types and items you selected for the package is displayed, along with the rates / prices, discounts, and quantities you defined for each item. The total package price is displayed. Click Save and Close.
      
      
      • Notes:
        • If you would like to adjust the total package price, navigate back to the Hours or Products & Services tab, then change the rates and discounts. 
   3. The new, unlocked package is created with a status of Active, and is displayed in your Packages list. It is also now available as an invoice item. See Invoicing for Packages for more information.

View Package Details

To view details for a package you have created, complete these steps:

1. 1. Navigate to the packages list (see Create a Package steps above) and click View for the corresponding package. Package details are displayed. Click on each tab to view details specific to the package hours, products and services, or package price. 
      

Edit a Package

To edit a package you have created, complete these steps:

1. Navigate to the package details view (see View Package Details) and click Edit. An editable view of the package details is displayed.
   
   
   • Note:
     • Alternatively, click the View dropdown button on the package list and select Edit to access the Edit workflow.
2. Make desired changes, then click Next. The next tab in the edit workflow is displayed.
   • Note:
     • If at least one customer has been added to the package or invoiced for the package, then the package is locked. Only information in the Details tab can be edited for locked packages.
3. When you are done making changes, click Save and Close. Your changes are applied to the package.

Copy a Package

To copy a package you have created, complete these steps:

1. Navigate to the package details view (see View Package Details) and click Copy. The New Package view is displayed with original package details selected by default.
   
   
   • Notes:
     • Alternatively, click the View dropdown button on the package list and select Copy to access the Copy Package workflow.
     • If the price of a Products & Services item has changed since the original package was created, then the new standard rate / price is reflected in the copied package.
     • If a Products & Services item has been inactivated since the original package was created, then the item is not included in the copied package. Similarly, if an aircraft category and class is no longer available in your fleet, that hour type will not be included in a copied package.
2. Make changes if desired, then click Save and Close. The new, unlocked package is created with a status of Active, and is displayed in your Packages list. It is also now available as an invoice item.

Delete a Package

To delete a package you have created, complete these steps:

1. Navigate to the package details view (see View Package Details) and click Delete. A confirmation view is displayed.
   
   
   • Notes:
     • Alternatively, click the View dropdown button on the package list and select Delete to access the Delete Package workflow.
     • Only unlocked packages can be deleted.
2. Click Delete. The package is no longer displayed in your Packages list and is no longer available as an invoice item.

Permission Needed

• You must have the permission Manage Company Settings in order to create, view, and manage packages.
• The "Account" payment method must be active for your company in order to sell packages.
• Customers must have the permission Make Purchases on Account in order to purchase a package.