Admin Guide: Managing Trainer Cost as an Additional Item (Scheduling, Invoicing, and Cancellations)

Admin Guide: Managing Trainer Cost as an Additional Item

This guide explains how administrators can add a trainer cost as a separate line item on a schedule and booking, and how to handle cancellations where the training is credited but the trainer cost remains payable due to late cancellation. It covers two approaches: using an Additional Fee line item (recommended), and using an Invoice Note if the fee wasn’t split initially.

Key Concepts

Recommended Workflow Overview

• Option 1 (Recommended): Add trainer cost as a separate Additional Fee at schedule creation or booking level so invoices show two lines (Training + Trainer cost). On cancellation, credit only the training cost.

• Option 2 (Fallback): If you didn’t separate costs originally, use the Invoice Note to clarify why the trainer cost remains after crediting the training portion.

Option 1 — Use an Additional Fee for Trainer Cost

Use this approach to ensure the trainer cost appears as its own line on quotes/invoices and can be excluded from cancellation credits.

A. Set up the Schedule with Separate Lines

1. Create the schedule with the training cost only as the Schedule Fee.

2. Add an Additional Fee line item named “Trainer Cost.”

3. Enter the trainer cost amount and save.

B. Create the Booking

1. From the schedule, create or confirm the booking.

2. Verify the pricing section shows two charges: the training cost and the Additional Fee for trainer cost.

3. Issue the invoice. It should display two separate lines.

C. Cancel the Booking (Credit Training Only)

1. Open the booking and select Cancel Delegate

2. Create a Credit Note for the training cost line item only. Do not include the trainer cost line in the credit.

3. Review the customer invoice history to confirm the credit applies only to training, leaving the trainer cost still payable.

Option 2 — Use an Invoice Note (Fallback Method)

Use this if the original invoice combined both costs into a single price and you still need to credit only the training portion.

Prerequisite: Enable Invoice Notes in Your Template

1. Edit your invoice template.(CourseCo can do this for you on request)

2. Insert the token @invoicenote@ where you want the note to appear (e.g., under the line items or in the notes section).

3. Save/publish the updated template.

Process: Credit and Clarify

1. Create a credit note for the portion that represents the training cost. Calculate the training portion precisely (e.g., total minus intended trainer cost).

2. Return to the Booking and open Edit Transaction.

3. Add an Invoice Note such as: “Charging for trainer cost as cancellation was too late.”

4. Regenerate the invoice. The note will populate in the invoice where @invoicenote@ is placed, documenting why a portion remains payable.

Decision Guide: Which Option Should I Use?

• Future schedules/bookings: Use Option 1 to keep trainer cost separate from the start.

• Existing bookings with combined pricing: Use Option 2 to document the reason for partial credit and remaining balance.

Best Practices

• Standardise naming: Use a consistent Additional Fee name (e.g., “Trainer Cost” or “Trainer Late-Cancellation Fee”).

• Define policy: Document your late-cancellation cutoff and fee rules, and link them on quotes and confirmations.

• Train staff: Ensure team members know to credit only the training line, not the trainer cost, when a cancellation is too late.

• Template hygiene: Keep the @invoicenote@ token in your invoice template so you can add context on demand.

• Audit trail: Include reference numbers or booking IDs in invoice notes for clear reconciliation.