Prices and Discounts 💎

Prices

Prices are one of the key concepts in the system. For the finance and billing subsystem to work, you need to understand how prices are set, what types exist, and what limitations they have.

A price is always set for a program. If you have one program called English, but lessons happen once a week or twice a week and have different costs, then in our app these are two programs: "English once a week" and "English twice a week". Each program will have its own price.

You can add a price in the Settings -> Finance -> Prices section. You need to select a program and add a price. But that's not all. A price can have a different unit of service measurement: Period, Lesson, or Lesson Package.

1. If the price is per period, it means it doesn't matter how the client attends lessons. They can miss all lessons or come 100 times. The price won't change. This is convenient for gyms. Of course, we track every attended lesson, but only for statistics, not for profitability calculation.

2. If the price is per lesson, then the unit of accounting is the lesson. Each attended lesson is tracked and affects profitability. The client purchases a certain number of lessons; each attendance or unexcused absence reduces that number. We always know how many lessons and for which program the client has left. This number does not depend on the period.

3. Lesson packages help create different prices per lesson depending on the number of lessons the client plans to attend. For example: 1 – 30₽, 4 – 100₽, 8 – 160₽. This is very useful for maintaining high attendance commitment and looks quite client-oriented.

Since defining and adding prices is a strategic business process, it is available to users with director-level access rights and above.

🥇 Features and Limitations:

1. A price always has a start date. Therefore, when adding a price, you need to select the date from which the price will take effect. You cannot add prices retroactively.
2. If a price has not yet taken effect, it can be edited or deleted.
3. If a price has taken effect, it can no longer be edited or deleted, but you can add a new one with a new start date.
4. You cannot change the price type from period to lesson or vice versa.
5. The strictness of this approach preserves systematicity, scalability, and controllability, while at the same time maintaining flexibility in company pricing. You can always tell who issued an invoice, when, and at what price. In addition, pricing decisions can be planned and made in advance, and prices will take effect automatically when the corresponding start date arrives.

Discounts

If having different price types does not satisfy your business processes, you can add a discount to the price.

Discounts can be static or dynamic, temporary or permanent. To add a discount, go to Settings -> Finance -> Discounts. Click the add discount button, select the condition, discount percentage, and the discount start and end dates.

1. Static discounts — personal and group, applied without conditions.
2. Dynamic discounts — based on conditions: 2 programs, 2 children, and other wonders.

🧊 Static discounts You can assign a personal discount to a specific client or a group discount for everyone attending a specific group. Each time an invoice is issued, the system automatically searches for a suitable discount, analyzes it, matches it, and applies it to the final amount.

✨ Dynamic discounts Dynamic discounts depend on whether a condition is met. If the condition is met, the discount works; if not, the discount is not applied. You can create a combination of programs — for example, a client attends two or more programs, and only then does the discount apply. You decide which programs are included in the combination. Similarly, you can set up a discount for multiple members of the same family. And you don't need to monitor this manually: if one client is archived, the discount for the other disappears automatically as well.

💰 Percentage or Absolute Amount

A discount can be expressed not only as a percentage but also as an absolute amount. When creating a discount, you can choose the "percentage" or "absolute" option.

The request to add such discounts is driven more by psychology and a love of round numbers. A percentage discount sometimes produces an amount with kopecks, which is not very convenient for cash payments, but at the same time it does not need to be changed when the price changes. If the price increases, the percentage automatically increases the discount amount. With an absolute discount, however, if the program price changes, you need to review your discounts.

🥇 Discount Priority

If a client has multiple discounts at once, the system will choose the single most advantageous one — with the maximum percentage — and apply it.

P.s. 🧩🏆

1. Both prices and discounts are applied at the moment an invoice is issued.
2. The app checks all possible conditions and pulls the appropriate price and discount into the invoice.
3. You can click add and all this data will be linked to the invoice, but you don't have to use it. There is an option to adjust the invoice amount at the user's (administrator's) discretion, with the ability to disable the application of discounts if you do not wish to apply them.