In the world of business aviation, managing multiple tasks is important for air charter brokers. Whether it is quoting, invoicing, contract or post flight report, it can be more easy if you are able to manage it from the same screen. We understand how important it is to manage multiple clients with different requirements and preferences. But what if there is a way to simplify and streamline the entire operational workflow that is easy to process and monitor.
Our pipeline based business aviation application for air charter brokers can be a game changer. This user-friendly business aviation tool breaks down the charter operation workflow into four clear stages i.e. Quote, Book, Execute, and Post flight. Each stage is designed to make your job easier and ensure a smooth operation from start to finish.
Pipeline Based Business Aviation Application for Broker
Insta Charter has developed a pipeline based workflow management application for air charter brokers that breaks down the air charter process into manageable stages. Each stage represents an essential step in the private charter booking process, allowing you to track and manage your tasks efficiently. Lets understand each stage and explore how this application can transform operations for air charter brokers.
Stage 1: Quote:
Creating a Customer Profile
Creating a customer profile is the first step in the quoting process. It is like building a personal database for each client where you can store all relevant information. By adding basic information such as the client’s name, contact information, and specific preference, you ensure that all communications and transactions are organized and accessible. This profile acts as a central hub where you can quickly retrieve or update information related to each customer. It also helps in personalizing your service, as you can reference past interactions and prepare quotes to meet their unique needs.
Adding Details to the Quote
In the Quote stage, adding details to the quote is important for accuracy and transparency. You can generate a detailed proposal outlining the operator's amount, margins, and taxes. You can specify margin and taxes either as amount or percentage, which helps in calculating the total cost clearly. By including operator amounts, you ensure that all fees are accounted for. It allows you to adjust the quote based on various financial factors, providing a detailed breakdown of costs. You can also add the brief stating any terms and conditions that are important for the trip and clients.
Create Journals
The Journals feature allows you to keep track of extra services or notes that might be relevant later. It ensures that your quote is comprehensive and reflects all aspects of the services you are offering. If there are any add-on services, you can simply add the service and their cost in journal entries. This transparency helps clients understand the value of services provided and facilitates a clear, agreed-upon price before moving forward.
Sharing the Quote
Sharing the quote with clients is streamlined and efficient through the application. Once the quote is finalized, you can generate and download it as a file, which you can then send to the client. The application also allows you to share the quote directly via email, ensuring that your clients receive it promptly. This feature saves time and avoids the hassle of manual sending.
Currency Options
Handling multiple currencies is simplified with our application, which supports 12 different currencies. This feature is invaluable for dealing with international clients. When creating quotes, the application automatically converts the rates into the client’s preferred currency. It ensures that clients see the quote in their local currency, making it easier for them to understand and accept. It also helps in avoiding confusion related to currency conversions and ensures that pricing is accurate and transparent across different regions.
Stage 2: Book
Generating Contracts
Generating contracts in the book stage is an important step in formalizing the agreement with your client. The application allows you to create a detailed contract based on the approved quote, outlining all terms and conditions of the services. You can then download the contract as a PDF, making it easy to share with the client. It ensures that both parties have a clear and formal document that defines the scope of the services and the responsibilities of each party, providing legal protection and clarity.
Digital Signatures
Digital signatures simplify the contract signing process, eliminating the need for physical paperwork. With ZohoSign integration, both you and your client can sign the contract electronically. This feature speeds up the process, allowing for quick agreement and reducing the risk of delays. Digital signatures are legally binding and secure, ensuring that the contract is valid and authentic. This method also enhances convenience, as it eliminates the need for printing, scanning, and mailing documents, making the entire process more efficient.
Creating Itineraries
Creating detailed itineraries is essential for planning and organizing the flight. In the book stage, you can generate itineraries that cover every aspect of the trip, from departure to arrival. It includes details such as flight times, routes, and any special requests or requirements. A well prepared itinerary helps ensure that everything is in place for a smooth flight operation. It also provides a clear plan for both the client and the service providers, helping to avoid any last minute issues or misunderstandings.
Generate Invoices
Handling invoicing and payment is another essential part of the business aviation operations. The application allows you to generate a detailed invoice that outlines all charges and payments related to the flight. This ensures that the billing is accurate and transparent. Once you receive the payment you can mark it paid and the same bill be updated in your customer profile.
Stage 3: Execute
Managing Operations
The Execute stage is where the actual flight operation takes place. During this stage, effective management is key. You will need to coordinate with operators to confirm all details and ensure that everything is running smoothly. At this stage you can recheck all the information and update it again if there's any changes. You can check the aircraft details, itineraries, contract, crew managements, and ensure all logical aspects are in place. Effective management during this stage ensures a seamless flight experience for your clients and helps maintain high standards of service.
Handling issues
Handling issues efficiently is important in the Execute stage. Despite careful planning, unexpected problems can arise. Here you can record your conversation and important notes in a memo. This proactive approach helps minimize the chance of miscommunication and help you to record the client preference updated with a complete timeline.
Stage 4: Post Flight
Generating Reports
Generating reports after the flight is essential for documenting and reviewing the service. In the post flight stage, you can create a booking form that summarizes the trip invoice, including the item added in the journal. The post flight reports provide a comprehensive overview of the services, helping you assess performance and identify areas for improvement. This report is necessary for future reference and helps in maintaining high standards of service by learning from each flight experience.
Invoice and Payment
You can review invoice and payment details to confirm that everything has been settled correctly. By managing these financial aspects effectively, you can maintain smooth operation and ensure that both you and your clients have clear records of the transactions.
Keep Workflow Simple and Efficient
Drag and Drop Functionality
The drag-and-drop functionality in our application simplifies task management by allowing you to move files and information easily between different stages of the pipeline. This intuitive feature helps you organize and manage tasks efficiently, reducing the time spent on administrative work. You can quickly find and update details by dragging the relevant files to the appropriate stage, streamlining your workflow and ensuring that all information is in its proper place.
Interactive and User-Friendly Design
Our application is designed with an interactive and user-friendly interface to enhance your experience. The intuitive layout and easy navigation make it simple to manage all stages of the workflow. Interactive features, such as drag-and-drop functionality and automated tools, help you perform tasks more efficiently. The user-friendly design ensures that you can focus on providing excellent service without being bogged down by complex processes or difficult-to-use tools.
Benefits of Using Our Pipeline-Based Workflow Application
Enhanced Efficiency
Using our pipeline-based workflow application significantly enhances efficiency by breaking down the complex air charter process into manageable stages. Each stage is designed to streamline specific tasks, from quoting to post-flight reporting. This structured approach reduces manual effort and automates repetitive tasks, allowing you to focus on more critical aspects of your business. By improving efficiency, the application helps you provide faster and more accurate service to your clients, ultimately leading to increased satisfaction and better business performance.
Improved Organization
The application improves organization by centralizing all client information and documents in one place. This centralized system makes it easy to access and manage data, reducing the risk of errors and ensuring that all information is up-to-date. By keeping everything organized, you can quickly find and use the information you need, enhancing your ability to deliver timely and effective service. This improved organization also helps in maintaining clear records and streamlining your workflow.
Better Communication
Effective communication is essential in air charter operations, and our application provides tools to enhance this aspect. With built-in communication features, you can stay connected with clients and operators throughout the process. The application allows you to send updates, share documents, and address any issues quickly. By improving communication, you ensure that all parties are informed and aligned, leading to a smoother and more efficient flight operation.
Simplified Documentation
Simplified documentation is a key benefit of using our application. It allows you to generate and manage various documents, such as quotes, contracts, and reports, with ease. Digital signatures and automated report generation reduce the need for physical paperwork and administrative tasks. This simplification not only saves time but also reduces the risk of errors and ensures that all documents are accurate and up-to-date.
How to Get Started
Sign Up and Set Up
Getting started with our pipeline-based workflow application is simple. Begin by creating an account and setting up your profile. Add your company details and customize the application to fit your specific needs. This initial setup ensures that the application is designed for your business, allowing you to take full advantage of its features.
Add Customer Profiles
Once your account is set up, you can start adding customer profiles. Enter all relevant details, such as contact information and preferences, to build a comprehensive database. Managing these profiles effectively allows you to provide personalized service and track all interactions and transactions with each client.
Start Using the Application
With your customer profiles in place, you can begin using the application to manage your workflow. Start by generating quotes, moving through the different stages, and utilizing the various features to streamline your tasks. The application’s user-friendly design and interactive tools make it easy to navigate and manage all aspects of your air charter operations.
Contact Us To Get Support
If you need assistance, our support team is available to help. Contact support for any issues or questions you may have about the application’s features. By utilizing these support options, you can ensure that you get the most out of the application and address any challenges you may encounter.
Our pipeline-based workflow application is designed to enhance efficiency, organization, and communication in air charter operations. By breaking down the process into manageable stages and providing tools for each step, the application helps you streamline your workflow and deliver excellent service. With features such as drag-and-drop functionality, digital signatures, and multi-currency support, you can manage all aspects of your business with ease. Start using our application today to experience the benefits of a more efficient and organized workflow.
Schedule a demo to learn more about the pipeline based workflow application.
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