Tuvoli Integration

Tuvoli Integration

Tuvoli Integration

Send Quotes directly to the Tuvoli checkout experience with 2-clicks and monitor payment status - without ever leaving Avianis! Tuvoli offers sales tools and banking for business aviation with Docusign and credit card processing fully integrated into your FDIC Insured Tuvoli bank account. Start taking credit cards for charter flights in minutes with easy online activation, no monthly service fees, no transaction size limits, no monthly volume limits, and flexible markup for your business needs. Additional features planned, including: visibility of Tuvoli checkout status on search pages, automated workflows, Tuvoli RFQs in Avianis Opportunities, and more! See below and stay tuned!

Tuvoli Setup 

To setup the Tuvoli integration:
  1. Meet prerequisites 
  2. Request your Avianis Account Manager to enable the Tuvoli module 
  3. Get key from Tuvoli 
  4. Create Tuvoli fee Master Line Item (optional)
  5. Configure Tuvoli settings
More information on each step below... 

(1) Prerequisites 

To use the Tuvoli integration, the following prerequistes must be met:
  1. Have an account with Tuvoli that includes integration support; and
  2. Have the Tuvoli Digital Checkout connected/setup. 

(2) Enable Module

An administrator for your organization must email Avianis Support to request that the Tuvoli module is enabled. This is offered at no additional charge. 

(3) Get Key

Email Tuvoli support to request the API key for your account to use to connect the integration. You'll need this for the settings in step (5). 

(4) Create Line Item

This is an optional step, but highly recommended. Creating a Tuvoli fee line item will allow you to have the exact amount that will be charged to the customer by Tuvoli (with the exception of credit card fees) reflected on the Avianis Quote and allow sales representatives to send Quotes outside/before committing to the Tuvoli check out and the customer will receive the exact same amount. To do this, an Avianis sales admin visits: Sales > Sales Settings > Quote Master Line Items - and creates a new Master Line Item by clicking the blue 'Create Line Item' button. Apply the following:
  1. Provide any Description (does not need to say "Tuvoli"), e.g. "Payment Processing Fee"
  2. Must be set to Active 
  3. Select Calculation Method = 'Percentage of Subtotal Post-Adjustments', this is the only option that will work correctly
  4. Optionally, select the Type and Cost Code that fits your business or leave blank - this will not affect the charge in any way
  5. It is recommended to leave Use Tax Configurations = No and the Additional Taxes blank, otherwise if they are populated it may not function correctly 
  6. Enter the percentage that Tuvoli will charge per transaction per your contract with them, e.g. 1% - is important that this percentage is accurate
  7. It is recommended to leave the Overhead blank, otherwise if they are populated it may not function correctly 
  8. If using currency management, the Currency must be set to $USD
  9. Use the auto application rules that work best for your business...
    1. If planning to use Tuvoli checkout for virtually all Quotes, then use 'Always' to apply to all created Quotes automatically; or
    2. If Tuvoli checkout is only relevant for segment of your operations, use any of the relevant 'Conditional' auto application fields; or
    3. Use 'Never' to only add the Tuvoli line item manually from the Quote, when needed.
Basic template recommended for the Tuvoli fee line item

(5) Settings 

An Avianis sales admin user must go to the Tuvoli settings page: Sales > Sales Integrations > Tuvoli. This page will only show in the navigation when the module from step (2) is successfully enabled. Provide the following:
  1. Enter the API Key received from the Tuvoli team in step (3)
  2. Toggle Enable = Yes, this will show the Tuvoli button on all Quotes and Opportunities 
Setting the toggle to Enable = No will hide the Tuvoli button and effectively disconnect the integration. 

Default Checkout Experience

This is an optional field and may be left blank/"None". Select from the 5 different Tuvoli options to be the default that will be automatically applied to the Checkout Experience field whenever the Tuvoli module is launched to save your team a few clicks for the most common workflows. 

Permitted Checkout Experiences

Select any or all of the 5 Tuvoli Checkout Experience options that your team can use. If a checkout experience option is not selected, then it will not be available for your team to use when using the Tuvoli integration. If a Default Checkout Experience has been selected, that option must be included in this field. Checkout Experience options:
  1. "Card, or wire with hold": presents the user with the option of authorizing a card and following up with payment by wire transfer -or- paying directly by credit card for an additional fee
  2. "Wire, with hold": only presents the user with an option to have their card authorized with the expectation that the customer will then pay by wire transfer
  3. "Wire, no hold": presents wire transfer instructions with collecting a credit card and without running a hold or charge on any potentially stored card - *This is essentially an unsecured confirmation
  4. "Card only": only presents the user with the option to pay by credit card at the higher credit card price
  5. "Signature only": gets a signature but then skips the credit card portion of the checkout altogether. - *Covers cases where the customer has already paid

Tuvoli Fee Line Item

This is an optional field and may be left blank. When the Tuvoli fee line item is designated, this will allow you to have the exact amount that will be charged to the customer by Tuvoli (with the exception of credit card fees) reflected on the Avianis Quote and allow sales representatives to send Quotes outside/before committing to the Tuvoli check out and the customer will receive the exact same amount. Selecting a line item here will:
  1. Apply the Tuvoli fee absolutely last, after all other Quote price adjustments have been processed; and
  2. Be indicated on the Quote, when applied (see below); and 
  3. Not be sent to Tuvoli, so the charges are not duplicated. 
Type to search all Quote Master Line Items, but recommended to select the one that met the requirements / was created in step (4) of this setup.  

Idea
Don't forget to save the Tuvoli settings page! You will see a green Success message in the upper right of the screen after save is complete.

Tuvoli settings page

Tuvoli Features

The following features and functionalities are available when the Tuvoli integration is successfully enabled. 

Launch Tuvoli Checkout

Once the Tuvoli integration is successfully enabled, the Tuvoli checkout button will be shown on all Quotes and Opportunities (see images below). Launching from a Quote will only send that individual Quote for checkout. Launching from an Opportunity will send all Quotes in Active status attached to that Opportunity as options on a single checkout message. Before launching the modal from either page, its required to:
  1. Apply that Sales Representative to the Quote or Opportunity, this will be the Sender (From) of the Tuvoli checkout
  2. The Sales Representative must have an email and at least one phone number saved in their profile
  3. Apply an Account to the Quote or Opportunity, this is a required field or the Tuvoli checkout will not send
  4. Apply a Contact to the Quote or Opportunity, this will be the Recipient (To) of the Tuvoli checkout
  5. The Contact must have an email and at least one phone number saved in their profile
Notes
All Quotes must be in $ USD, otherwise the Tuvoli checkout will error. 

Tuvoli checkout button on Quotes


Tuvoli checkout button on Opportunities


Write Tuvoli Email 

Whether the Tuvoli Email modal is launched from the Quote or the Opportunity, the requirements are the same. The difference is sending from a Quote will only send that individual Quote, while sending from an Opportunity will include all Quotes in Active status attached to that Opportunity as options on a single checkout message.

On the modal...
  1. Checkout Experience 
    1. Auto populates with the default value, if selected in settings
    2. Drop down will present any or all of the 5 possible Tuvoli checkout options, as added to the permitted checkout experiences in settings 
  2. To 
    1. Auto populates with the Contact on the Quote or Opportunity
    2. Type to search/select other Contacts
    3. Contact must have an email and at least one phone number saved on their profile 
    4. This is the primary recipient that is expected to sign/pay for the Tuvoli checkout
  3. CC/BCC 
    1. Optional fields 
    2. Type to search/select from Users (/personnel), Groups, or Contacts 
    3. Will receive the checkout email, but is not expected to sign/pay
  4. From
    1. Auto populates with the Sales Representative on the Quote or Opportunity and may not be edited 
    2. The user must have an email and at least one phone number saved on their profile 
    3. User's email will be the 'reply-to' on the Tuvoli checkout email, the Tuvoli checkout email comes from notifications@tuvolimail.com
  5. Subject 
    1. Auto populates with value on the Quote or Opportunity email template, if provided
    2. May edit as desired, this will be the subject line of the Tuvoli checkout email 
  6. Body 
    1. Auto populates with value on the Quote or Opportunity email template, if provided
    2. May edit as desired, this will be the body of the Tuvoli checkout email 
The Tuvoli checkout/quote information will be added to the bottom of the body of the email automatically added after sending.
Notes
Sending the Tuvoli checkout may take as long as 10-30 seconds. During this time the Save and Cancel button will be disabled and a progress message will display. Please do not close the modal before sending is complete.  
Alert
The send email, quote options, Docusign contract/process, and payment experience are all controlled by Tuvoli. If you have any questions or concerns about these parts of the process, please contact Tuvoli support. 

Tuvoli email modal 

Wait for the Tuvoli checkout to finish sending


Monitor Tuvoli Checkout Status

Once a Tuvoli checkout has been sent, the status for each Quote will display on the Tuvoli widget. The Tuvoli widget is on the right-side page column for both the Quote and Opportunity page. For Quotes, this will always be a single entry, while on Opportunities may list any number of Quotes that have been sent as options. If a Quote was sent from an Opportunity, its status may be viewed from both the Opportunity from where it was sent and on the Quote page itself. Quotes have the following primary statuses:
  1. Created - Checkout has been created but has not fully completed sending (this status is only applicable very briefly)
  2. Sent - Checkout has been sent successfully to the recipient 
  3. Viewed - The Docusign contract has been read/viewed by the recipient (but not signed)
  4. Signed - Recipient has signed but not yet completed the checkout (for the 'Signature Only' checkout option, this will be the last status)
  5. Complete - The checkout experience selected has been completed by the recipient 
The status for each Quote may be clicked for an expanded view with date/time stamps for each status change. 

Tuvoli widget with statuses 


Click the Quote status in the Tuvoli widget for more info


Coming Soon...

This is only the beginning! We plan to release several more phases of Tuvoli integration features, including:
  1. Ability to resend / update Quotes for Tuvoli checkout 
  2. Preview the Tuvoli checkout before sending 
  3. Tuvoli checkout status on the Avianis Search pages 
  4. Automated Avianis workflows based on Tuvoli checkout status 
  5. Tuvoli Leads (RFQs) created as Avianis Opportunities

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