Greenfolder's Smart Accounting logic will help save you time by choosing the appropriate accounting method for your usage and payment transactions on the fly. Optimizing accounting transactions can help increase your productivity by eliminating time wasted when creating and reconciling invoice transactions.

Two accounting methods are employed when converting Greenfolder usage and payments transactions to Quickbooks accounting transactions:
1. Sales Receipts
2. Invoices + Payments

Smart Accounting

When to Use Sales Receipts

Sales receipts are used when goods are delivered at the same time payment is received. For example, a sales receipt would be appropriate when a customer rents an aircraft, and pays for the rental when they return from their flight.

Sales receipts are very easy to reconcile in Quickbooks because they contain the itemized products and services delivered along with the payment data. The sum balance of a sales receipt is always zero, i.e. the payment is equal to the cost of the services purchased.

Greenfolder will smartly export Sales receipts when payments are detected that bring a customer account to a zero balance.

TIP: Sales Receipts are the preferred method for aircraft and flight instruction sales. Encourage your customers to pay as they go. When sales receipts are used, payments are automatically applied to the item codes, classes, and accounts in Quickbooks.

sales receipt bundle

When to Use Invoices and Payments

Invoices and payments are required when the timing or amounts between sales and payments are different. Invoices are required in these cases:
1. Client pre pays, leaving funds on account.
2. Client under pays, leaving a balance due on account.

invoice bundle

Greenfolder will smartly export Invoices and Payments when they are required.

TIP: Discourage the creation of Invoices and Payments. When invoices and payments are created separately, an extra reconciliation step is required in Quickbooks Online because each payment must be manually assigned to the appropriate invoice.

Reducing Accounting Overhead

Many aircraft rental operators and flight schools encourage customers to purchase blocks of flight time. When customers leave funds on account, the Invoice and Payments method of accounting is required, which increases the time required to reconcile payments and invoice transactions in Quickbooks Online.

Rather than incentivize block purchases, use Greenfolder's pilot rating system or client specific discount system to give discounts to your more active customers. The discounts will automatically be applied to the client account and any sales receipts that are exported to Quickbooks. Put your accounting on auto pilot and spend more time growing your business!

Read more about Pilot Rating Discounts
Read more about Client Specific Discounts and Markups

Maximize Your Use of Sales Receipts

The timing of payments and usage transactions is important to maximizing your use of sales receipts.

If you allow customers to accrue a balance due before payment, you should export a sales receipt when their account balance is paid in full to zero (to create a sales receipt.) If you export transactions before their payment is recorded in Greenfolder, an invoice will be created in Quickbooks, requiring you to reconcile their payment to the invoice manually within Quickbooks.

If you allow customers to purchase block time, or leave cash on account, their payment will be recorded separately from their invoices, requiring you to reconcile their payments to invoices manually within Quickbooks.

The optimim timing for exporting transactions from Greenfolder to Quickbooks is when the client balance is zero. A sales receipt will be created which will bundle the payment and usage transactions together, eliminating the need to apply payments to invoices within Quickbooks Online.

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