Hilo ATOS and Salesflare

How to connect Hilo ATOS

When invoice Paid in Hilo ATOS, create opportunity, then find or create contact in Salesflare.
When new Invoice in Hilo ATOS, create opportunity, then find or create contact in Salesflare.

Hilo ATOS is a training and operating system for flight schools, unifying scheduling, billing, student records, and safety reporting in one platform.

Start a workflow when this happens

Invoice Paid — Triggers when an invoice is marked as paid.
Lesson Cancelled — Triggers when a scheduled lesson is cancelled at your flight school. Any cancellation/no-show fee appears as a line item in the billing block.
Lesson Checked In — Triggers when a lesson is checked in (status becomes in progress).
Lesson Completed — Triggers when a lesson is completed — the moment to push the event and its billing block into QuickBooks.
Lesson Scheduled — Triggers when a new lesson is scheduled at your flight school.

Show 5 more triggers

Lesson Updated — Triggers whenever a lesson changes (reschedule, reassignment, status change, notes). Fires once per distinct update. Map the Lesson ID field (not the composite dedupe ID) into later steps.
New Invoice — Triggers when a new invoice is created, regardless of payment status.
New Safety Report — Triggers when a new safety report is filed.
New Student — Triggers when a new student is added to your flight school.
Student Updated — Triggers when a student record is updated (status change, stage milestone, profile edit).

Things Salesflare can make it do

Check in Lesson — Marks a lesson in progress (check-in) and records the actual start time. Optionally stamps the departure hobbs/tach readings.
Complete Lesson — Marks a lesson completed and records the completion time + arrival hobbs/tach readings. Replaying on an already-completed lesson is rejected (terminal status).
Create Invoice — Creates a new invoice for a student.
Create Lesson — Schedules a new lesson at your flight school.
Create Safety Report — Files a new safety report for a student.

Show 7 more actions

Create Student — Creates a new student in your flight school.
Mark Invoice Paid — Marks a student invoice as paid. Replaying on an already-paid invoice is idempotent; void/refunded/failed invoices are rejected.
Store External ID — Saves the mapping between an ATOS entity (flight school, student, invoice, instructor, or lesson) and its id in another system (e.g. a QuickBooks customer, vendor, or invoice id) so later steps can find it. For a cancellation-fee (or other) QBO invoice with no ATOS invoice record, anchor it to the LESSON: entity type `schedule_event` + the Lesson ID — the mapping then surfaces on every lesson payload as `billing.qb_sync`. Re-running with the same entity updates the mapping in place.
Sync QuickBooks Invoice to Lesson — Mirrors a QuickBooks invoice (id, number, status, payment, amount, balance) back onto the originating ATOS calendar event so the event stays in sync with your accounting. Idempotent and stale-safe. Requires the lessons:qb-sync action to be enabled for your school.
Update Lesson — Updates an existing lesson (status, times, instructor, aircraft, location, notes). Completed/cancelled/no-show lessons are rejected.
Update Safety Report — Updates the resolution workflow of an existing safety report. Only the fields you provide are changed.
Update Student — Updates an existing student in your flight school. Only the fields you provide are changed.

Look up existing records

Find Aircraft — Finds an aircraft by tail number, call sign, make, or model.
Find External ID — Looks up a stored external-id mapping for an ATOS entity (flight school, student, invoice, instructor, or lesson/schedule_event) — forward (by system + entity type + ATOS id) or reverse (by external id) — so a Zap can branch on whether the mapping already exists.
Find Instructor — Finds an instructor by name or email.
Find Invoice — Finds an invoice by description or ID.
Find Lesson — Finds a lesson by title or notes. Returns the full event including its billing block (invoices, line items, totals, payment state) when your connection has invoice access.

Show 4 more searches

Find Lesson by ID — Looks up one lesson by its ATOS Lesson ID and returns the full event — aircraft, instructor, hobbs/tach, and the billing block (when your connection has invoice access). Use this to hydrate the originating lesson from an invoice: map New Invoice → Lesson ID into this search. Find Lesson (by title/notes) is the text-search alternative.
Find Location — Finds a location (campus) by name or code.
Find Safety Report — Finds an unresolved safety report by description, student name or email, or report ID prefix.
Find Student — Finds a student by name or email.