Getting started with the User Balance Module

FlightLogger offers a module for tracking of accounting. The module gives the customer a status overview of the balances, sales, transactions, and invoice and is widely used by FlightLogger clients.

FlightLogger includes an optional add-on called the User Balance Module (UBM), which helps you track student payments, flight charges, and other transactions — ensuring a transparent and accurate overview of each user’s financial status.

This article explains how the module works, what needs to be set up initially, and how it integrates seamlessly into your daily flight operations.

You can also watch the video that accompanies this article.

What is the User Balance Module (UBM)?

UBM allows you to:

• Set prices for each aircraft (per program or per rental)

• Automatically charge students when a lesson is registered

• Record payments and custom transactions (e.g. theory courses, uniforms, cancellation fees)

• Set credit limits and visualize account balance status via color-coded icons

• Export financial overviews for accounting or audit purposes

It ensures a 1:1 link between student training records and their financial transactions.

Step-by-step: Setting up UBM

1. Define aircraft pricing

Prices are configured per aircraft and per program, under the Prices menu (visible once UBM is activated).

• Each price can be based on either block time or airborne time

• Prices can vary by program (e.g. ATPL vs PPL)

• You can also define separate prices for renters

Example:
ATPL block hour on DA40 = €200
PPL block hour on same aircraft = €150

2. Create transaction types

Under Administration → Transaction types, define the items you want to track and charge for, such as:

• Student payments

• Theory courses

• Equipment sales (headsets, uniforms)

• Misc. fees (booking, cancellation)

Each transaction type can be:

• Positive (student pays you)

• Negative (student is charged)

These types become selectable when adding transactions later.

How UBM works in practice

Student accounting is automatically created

When you create a new student, FlightLogger also creates an accounting page for that user. All charges and payments are visible here — both for students and administrators.

Adding transactions manually

As an administrator, you can manually add transactions (e.g. for payments or purchases) via Reports → Accounting → New Transaction. Select the appropriate transaction type and enter an amount.

Automatic charges on lesson registration

Every time a lesson is registered, FlightLogger automatically deducts the correct amount based on:

• The aircraft used

• The student’s program

• The recorded flight time

• Any applicable discounts (see below)

If the flight time is later edited (e.g. updated to 1 hour and 5 minutes), UBM will automatically generate a correction transaction.

Credit limit and money icon

Administrators can set a credit limit for all users under:

Administration → Account settings → Add-ons → User Balance Module

The money icon next to a student’s name (visible on the booking page) indicates balance status:

• ✅ Green: balance is above the credit limit

• 🟡 Yellow: balance is below the credit limit

• 🔴 Red: balance is below zero

This gives schedulers and instructors instant visibility when booking flights.

Optional: Set up student-specific discounts

You can also activate a discount field under UBM settings. Once enabled:

• All new students are created with a default discount multiplier of 1.0 (no discount)

• This can be edited per student under their Accounting settings

Example:
A discount factor of 0.8 means the student pays 80% of the normal flight rate.

Rental pricing

In addition to program-based pricing, UBM also supports rental pricing for aircraft and simulators.

Just select “Rental” when setting a price, and define the hourly rate. This will be applied when renters book aircraft — ensuring charges are registered just like for students.

Accounting reports

UBM provides three built-in reports for administrators:

All reports can be exported as PDF, XML, or CSV files.

Summary of key features

• Set program-specific or rental-based aircraft prices

• Automatically generate charges from flight registrations

• Add payments and purchases via custom transaction types

• Visual overview of student balances (with warnings)

• Discount support per student

• Full export and reporting functionality

UBM is an optional module. If you'd like to learn more or request activation, click Get Support inside FlightLogger and our team will assist you.