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Getting the best mapping of FlightLogger activities with QuickBooks billing items

This article explains how the QuickBooks Integration Module maps activities logged in FlightLogger with billing items in QuickBooks. Use this as a guideline for naming of your QuickBooks billing items

FlightLogger automatically suggests QuickBooks billing items when invoice drafts are created from logged activities. It does this by comparing activity data — such as aircraft callsign, instructor callsign, and program name — against your QuickBooks billing item names and selecting the closest match. No manual resource-to-item mapping is required.

FlightLogger does not require you to manually map each FlightLogger resource to a QuickBooks item. Instead, FlightLogger compares information from the logged activity with your QuickBooks billing item names and suggests the best match.

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The better your QuickBooks billing item names match the activity data in FlightLogger, the better the suggested invoice draft will be.

How should I name QuickBooks billing items for best results?

To improve the quality of the suggested matches, name your QuickBooks billing items with clear references to the activity they should be used for.

Where relevant, include:

  • Aircraft callsigns
  • Instructor callsigns or instructor names
  • Program names
  • Activity names
  • Words such as fuel, rental, training, briefing, flight instruction, or night

Try to avoid very generic item names, especially if you have many similar billing items.

For example, names such as Training, Fuel, or Instruction may be too broad if your QuickBooks account contains several aircraft, programs, or instructor-specific prices.

What are examples of useful QuickBooks billing item names?

Examples of useful billing item names could be:

  • C172 Training
  • C172 Fuel
  • C172 Night
  • C172 Rental
  • JSM Flight Instruction
  • JSM Briefing
  • PPL Training
  • Multi Engine Flight Instruction

The exact names should match the way your organization structures pricing in QuickBooks.

How does FlightLogger match billing items for user lectures?

For user lectures, including both single-student and multi-student lessons, FlightLogger looks for similarities in this order: 1. Instructor callsign 2. Instructor full name 3. Instructor last name 4. Program name 5. Activity name 6. "training" Note: Verify this lookup order against your QuickBooks Integration Module documentation or contact support if you are unsure.

Briefing and debriefing

FlightLogger matches briefing and debriefing billing items by prioritizing instructor identity signals, then falling back to the keyword "briefing". For briefing and debriefing, FlightLogger looks for similarities in this order:

  1. Instructor callsign
  2. Instructor full name
  3. Instructor last name
  4. “briefing”

Aircraft for solo flights

FlightLogger matches aircraft billing items for solo flights by prioritizing the aircraft callsign, then solo-specific signals and program name. For aircraft items on solo flights, FlightLogger looks for similarities in this order:

  1. Aircraft callsign
  2. “1st solo”
  3. Program name
  4. “training”

Aircraft for non-solo flights

FlightLogger matches aircraft billing items for non-solo flights by prioritizing the aircraft callsign, then program name and training signals. For aircraft items on non-solo flights, FlightLogger looks for similarities in this order:

  1. Aircraft callsign
  2. Program name
  3. “training”

Fuel

For fuel items, FlightLogger looks for similarities in this order:

  1. Aircraft callsign
  2. “fuel”

Night time

For night-time items, FlightLogger looks for similarities in this order:

  1. Aircraft callsign
  2. “night”

Instructor for solo flights

For instructor items on solo flights, FlightLogger looks for similarities in this order:

  1. Instructor callsign
  2. Instructor full name
  3. Instructor last name
  4. “1st solo”
  5. Program name
  6. “flight instruction”

Instructor for non-solo flights

For instructor items on non-solo flights, FlightLogger looks for similarities in this order:

  1. Instructor callsign
  2. Instructor full name
  3. Instructor last name
  4. Program name
  5. “flight instruction”

How does FlightLogger match billing items for operation flights and trips?

For operation flights, FlightLogger creates invoice items based on the activity information.

Aircraft

For aircraft items, FlightLogger looks for similarities in this order:

  1. Aircraft callsign
  2. Activity name

Fuel

For fuel items, FlightLogger looks for similarities in this order:

  1. Aircraft callsign
  2. “fuel”

Pilot in command

For Pilot in Command items, FlightLogger looks for similarities in this order:

  1. PIC callsign
  2. PIC full name
  3. PIC last name
  4. Activity name

How does FlightLogger match billing items for rentals?

For rentals, FlightLogger creates invoice items based on the rental activity.

Aircraft

For aircraft rental items, FlightLogger looks for similarities in this order:

  1. Aircraft callsign
  2. “rental”

Fuel

For fuel items, FlightLogger looks for similarities in this order:

  1. Aircraft callsign
  2. “fuel”

What should I do if FlightLogger suggests the wrong QuickBooks item?

If FlightLogger suggests the wrong QuickBooks billing item, you can manually select the correct item before creating or sending the invoice draft.

If this happens often, review your QuickBooks billing item names and make them more specific. Clear and consistent naming in QuickBooks will improve the suggested matches in FlightLogger.

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If you have any questions, contact our support team by clicking here or send an email to support@flightlogger.net, and we will get back to you.