How to Manage Corporate Bookings and Invoicing

Good day, RTO pilot community. In this video, just going to run through our new corporate bookings feature and how it can help you streamline your bulk bookings, add specific discounts for specific clients, and manage group enrollments, including the invoicing for all of your employer specific training. So, if I jump into the corporate booking section here, we can see all of the different corporate bookings that you've got. And you can create new corporate bookings as well, just by pressing this button over here. So from here you've got the specific ABNs of companies that you've worked with in the past or if you want to create a new company that you haven't done a booking with before. You can search up their ABN. This needs to be a valid ABN otherwise it will come up as invalid. But for this example let's just go into a company that we've already done. From here you then need to select a coordinator. So this is the employee from the company you're dealing with who is sort of going to be running the show from their end who you're going to be communicating with. So you can select coordinators if you've already worked with the company before or if you haven't, you can jump in here and create a new coordinator. So the coordinator for this example, let's just say, is myself. I'll jump in here. And then this is where you create the details of the booking. So you've got the booking name. So whatever you want it to be as reference for yourself. The purchase order number. This is for the company that you're dealing with to make sure that on the invoice they know the specific order. Here you got paid externally. So this is determined if the students are going to pay themselves or if they're going to be paid via the company. Allow enrollments in public classes. So this is if the students are to be allowed to enroll in both the corporate booking classes or in the p or in the public classes. So for you know some students might not be able to make it to specific classes. This allows them to enroll in those public classes and it applies the specific discount that you're giving to the booking as well. So for this example I'm just going to add in some details here. So I've added the booking name, the purchase order number. Paid externally means that the students will not be charged up front. Instead, that will be invoiced after to the company. And then the I've also allowed them to enroll in public classes. So from here, I then select the class templates that I'm wanting to be teaching within this corporate booking. So let's say that it was a first aid corporate booking. I'm just going to click a few of the few of the first aid units that we have already built into the unit section on RTO pilot. And then from within here, we can add specific discounts either based on percentage, dollar, or fixed. So, I'm just going to add a few random ones here. So, I've added a few discounts here, and you can see compared to the template, what the value is. So, we've got a 10% discount on the $140 template, which is 126, and so on for the dollar discount and the fixed price. This is what you want to charge at like a base rate. So, we're charging $30 instead of 60 as per usual. From there, I then just create the booking. And then that takes me through to the specific booking page, which essentially hosts all of the information for the specific corporate booking. So, in this corporate booking section here, we've got a bit of information on the, details themselves, on the company. You've also got the coordinators here, if we've got multiple coordinators, that would show up as well. Then we've got the specific class templates that we're offering for this booking. And then the specific classes, which we haven't built any yet. And the enrollments, again, we don't have any yet. So I'll quickly go through organizing a new class. So if I was to jump on here and I wanted to make a first aid class, I would jump on select the first aid and that would then take me over here and this will autofill from the template including the corporate booking section here. You'll notice that the price is $140. This price will be dependent on the discounts that you gave in the setup process. So you don't need to change this pricing. This will automatically be done based on the discounts that we got gave. So here I've got $140. I think it was a 10% discount. So that'll automatically be added at the end. And then I've just got to add the session details. So I've just added the session details. I just need to click save. And that will automatically add the class to the corporate booking. So if I jump across back into the corporate bookings here, we can see now that this class is within here. We've got the one session and we've got the details on the session there. And we can see that we've got no enrollment. So if I was to enroll a student in that class, I essentially just go to enroll student. Here we can see again this automatically fills in the corporate booking. There we've got the class here which I can select the first aid on the 9th of May. And then I can select a student. So if we've already got the students details, then we can add them here. So oops my spell terrible. So we've got my details here which we can just add in or you can create a new student and just fill those details in. So, I'm just going to add my own details for the sake of it. Because we had the externally paid bookings, this will automatically tick. So, then I only need to tick off the terms and conditions. I don't need to make a payment. If it was a regular enrollment, then when I get the email with the terms and conditions, it would also take me through to the Stripe payment section. But for now, because this is an externally paid, I don't need to do that. So if I create the enrollment there, so we can see that I am a pending student. But if I jump across to the email that was just sent to me, this is to enroll in the class. I just need to click into the enroll button. Again, I don't need to do the payment details here. I just need to agree to the terms and conditions and then that will take me directly through to the student portal. So within the student portal, we can see the upcoming classes that I've got. We got this one that was May the 6th or I've got so many dummy data here classes but I think it was actually this one. So we can see all the details of the specific class there. You know traditionally you'd probably only have one class because you're not entering heaps of fake data as a coordinator from within the coordinator portal. We would see all of the different corporate bookings that are under my name. This is what the coordinators would see. So within the coordinator portal we can filter by the specific courses that are going to be running. We can also filter into the specific classes. And we can also see the enrollments. So, which students have actually enrolled and you know the specific information on the classes there. So, so from within the admin side, the next step is probably the invoicing component. So, if I jump over here into the invoice section, I can look at the invoice settings. And from here, this is where we can sort of change a few details. We've got the default invoice footer. This can be, you know, the BSB and account number for externally paid enrollments or, you know, whatever you want it to be really. And we've also got the line item templates. So, if you've got some things that you're often having to charge for or invoice for. So, here we've got parking or hiring equipment, you know, it can be whatever, you can add the details for those and you can add GST, the price, and the quantity and whatnot. So, we've got parking and hiring some equipment. So then essentially if I jump back into the corporate booking with the enrollments here, this might be one, it might be 10, it might be 50. You can then send off your invoices to the clients to pay. So they can be paid externally and they can also be paid directly through Stripe which we automate and it means that the settlement is done automatically. So if I was to jump across to the invoice section here, I can basically generate an invoice and, you know, add a description. So, so here's the main plumbing invoice. I've got the default footer there, the payment, the purchase order based on what we had before and the days when it's due. So, we can add specific line items here from the template. So, I can have a look and do the parking. Let's save that one. And let's also add the line item for let's say that they also hide some equipment. So then the generate enrollment line items will take all of the students that have enrolled but haven't been paid for in a previous invoice and determine the line item cost in the invoice. So if I generate the line item here, we can see that there's only one here. If there was two, if there was 50, then that would generate those. And then from there, I can save it and that goes into draft. I can make sure that all of these details are correct. We've got the right, you know, pricing and the right total cost. And then from there, I essentially just finalize that and it will send off the invoice to the coordinator. So, if I finalize that payment, that will then send off the invoice. We can see the invoice here. This is our invoice. And essentially, we've got all the details for the provide first aid, the parking, and the equipment. From within here, you your clients can either pay directly. So they can pay via Stripe and then everything will be settled within RTO pilot. So we probably recommend that or they can pay externally. You know we had the footer note here with the details. So they can do that as well. And then from within the admin portal you will just need to settle that externally. So, so the only other real things to note is if a invoice is void, you can jump on here and cancel that and create a new one if some details are incorrect or if it's marked as uncollectible if you know the company ceases operations or whatever the situation is. So, if I was to check my account and see that the payment had been done as per the invoice, I can then settle externally. Again, if it's done via the Stripe link, then they will settle automatically. But I can also go in here and settle it externally which will then mark that as done. So now that invoice is complete and I can jump back into the corporate bookings and we can see that this is nice and green. And so from within this corporate booking you can actually keep running enrollments and classes and we do offer rolling invoices. So if we were to sign up another 10 students, you would then be able to generate a new invoice which would not include Tally Moffett, but it would include the 10 addition invoiceicable students and then you can send that off and pay that. So that is kind of a quick overview of the corporate bookings page. There's a lot to go through, so feel free to have a play around and if you got any questions, don't hesitate to reach out. We're always happy to jump on a call to help guide you through it as well. But yeah, thank you for listening and see you