How to Add a Price 🧐

Why It's Structured This Way

In our system, managing prices requires maximum attention from users. This procedure is typically performed by the director or administrator. Adding a price is a very infrequent operation. You might have noticed, but we say "add a price", not "change". Why? 🤷‍♀️🤷‍♂️

This is related to the specifics of financial accounting. If we change an existing price, we lose information about the previous amount. We will no longer be able to recall what the price was before, a year ago, two years ago, etc., especially if we've changed the price many times. And what if a situation arises where we need such information? This situation leads to a loss of financial information, which is very bad.

Therefore, instead of the old price, we must add a new price and specify the date from which it is effective.

In this case, a problem can also arise if the price is added "retroactively" and invoices are issued retroactively. This is very dangerous and risks losing control over the company's financial sphere; you won't be able to trust your own information. Therefore, in our system, to protect against such major errors, a new price can only be added to replace a previous price and only for the future, for example, from tomorrow. The old price, in the form of a separate document, is permanently saved in the system.

If you make a mistake in the price, you cannot correct it; you can only add a new one. Please be careful! You will not be able to issue an invoice for programs without a price.

Adding a New Price

To add a new price, go to: Settings -> Finance -> Prices. Or Settings => Programs -> Select Programs -> Add Price.

Select the program for which you are adding the price and click the "Add Price" button. In the window that appears, you need to enter the amount of the new price. Choose whether it's per lesson or per month (see below). Select the date from which the price will apply and confirm your decision by clicking the "Add" button. The price will be added but will only start applying automatically after the specified date arrives. This system solution also has several advantages. You can plan your pricing policy in advance, for example, during the summer, add prices and the date from which they apply, and then forget about them and focus on other organizational matters. The prices will start applying automatically.

💡 Important!

There are two types of prices: per lesson and per month.

1. The first case is used when a client purchases a specific number of lessons from you (this is often used for individual sessions: for example, speech therapists or piano teachers, and sometimes sports clubs) and these lessons are not tied to monthly attendance (for example, if they didn't attend this month, they can attend next month). We recommend using this always when you have individual sessions, counted per session.

2. The second option is used for group sessions where a monthly subscription is sold (for example, in children's centers, language schools, etc.). If a client misses a session without a valid reason, we mark it as missed and do not refund the session. If it's for a valid reason, such sessions are accounted for using make-up sessions.

Sometimes in one company, some programs use a price per session, while others use a price per month. You can experiment with accounting in different ways and use the one you prefer in your work.