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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

This article explains how the QuickBooks Integration Module suggests QuickBooks billing items when invoice drafts are created from FlightLogger activities.

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.

General naming recommendations

To improve the quality of the suggested matches, we recommend naming 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.

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.

User lectures

For user lectures, including both single-student and multi-student lessons, FlightLogger looks for similarities between the logged activity and your QuickBooks billing items.

Briefing and debriefing

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

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

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”

Operation flights / 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

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 to do if the wrong item is suggested

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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Please reach out to our support team if you have any questions. Simply click here or send an email to support@flightlogger.net, and we will get back to you.