The Essential Aviation Business Tool
The aviation business is complex and specialized. You need simple and specialized tools at your fingertips.
total fbo was developed from the ground up with complete understanding of the specific requirements of the aviation industry. It’s the only software program specifically designed for managing both the operations and finances of aviation businesses.
Not an “off-the-shelf” accounting system; it’s the essential tool you need for your aviation business.
Specific Features
Accounting Features
How much is each department contributing to the bottom line? With total fbo, you’ll not only know this but also automatically track transactions between departments, such as fueling charter aircraft or maintenance for flight school airplanes.
Fully GAAP Compliant Accounting Functions
This is robust, double-entry bookkeeping, featuring WIP posting, automatic reversing for accruals, cash-flow statements, and detailed audit trails that your CPA will love!
Import Journal Entries
Easily import large journal entries from spreadsheets or external payroll services. You can even set up recurring journal entries for depreciation or other accruals.
Charter Features
Quotes Adjust for Winds & Performance
total fbo calculates the distance for each leg and adjusts for seasonal winds aloft along the route, aircraft performance during climb and cruise, and even factors in airport delays and vectoring. This ensures you get the most accurate quotes available anywhere!
Flight Manifest
Dispatch each charter flight with a complete manifest that includes passenger names, basic weight and loading information, itinerary, and even international declarations.
Instant Charter Quick-Quotes
Close the sale with a Quick-Quote while you’re on the phone with just a few clicks. Then, at your leisure, add supporting details such as passenger names and customer preferences. Reuse any quote as a template and automatically apply special discount arrangements for each customer.
Email a Charter Quote to a prospect!
Customer/Employee/Pilot Currency
Each pilot record not only tracks basic information, but also includes type currency, checkouts, and special requirements. Pilot records are matched to employees or customers as needed for proper security and billing.
Flight School Features
Create tailored flight lessons for each course and automatically track students’ completion and grades as you check them in for each flight. Never chase an instructor for records again!
Packages
Offer customizable bundles of courses and flight time to meet your customers’ needs, such as private pilot and commercial pilot packages. Track student details and ensure that all prerequisites are met.
Scheduler
Efficiently schedule conference rooms, aircraft, instructors, charter flights, employee vacations–you name it!
Course Enrollment Tracking and Reporting
Front Counter Features
Front Counter Super Screen
A single display that fully supports your CSRs, enabling them to see what’s coming and going on your ramp. They can manage invoicing, reservations, and dispatching, respond to requests for concierge services, and even look up visitors by tail number!
Situation Display for Lobby or Line Crew
Set up a large screen display in your lobby to let visitors know the status of arriving and departing flights. Set up another display with a different view to assist your line crew track services needed on the ramp.
Fuel Tracking Features
Fuel Truck Interface
total fbo can now import invoices from your electronic truck system. You can choose to import invoices either in batch mode or in real-time using the radio interface. Compatible with Contrec, FuelMaster, Veeder Root, Liquid Controls, TCS, Siteminder, and more!
Fuel Farm Tracking and Reconciliation
Effortlessly track the quantity in each tank or truck, as well as the total inventory. Quickly manage recirculation, sumps, and transfers!
Invoicing & Processing Features
Accurate Invoicing and Pricing
Effortlessly manage pricing for individual customers or groups, including volume discounts and sale pricing. Automatically apply correct pricing for every item or service sold, including special fees and internal sales. This results in faster sales, less training for CSRs, and increased accuracy – and you can toss your dog-eared price lists!
Automatic Invoicing from Concierge Requests
The integration of total fbo offers a significant benefit: enter data once and use it everywhere. This is particularly valuable at a busy front counter. Once a customer’s concierge requests are logged, you can create a matching invoice with just a few clicks.
TouchScreen Invoicing
Create new invoices with a simple touch to the screen. This Point-Of-Sale display option is simpler and easier to use than ever, allowing CSRs to quickly process invoices with minimal training.
Default Invoice Lines for Ramp Fees
Automatically charge a ramp fee to every visiting customer with total fbo, ensuring you never forget to apply this charge. This feature is also useful for automatically adding surcharges and other standard fees.
Automatic Ramp and Landing Fee Calculation
Automatically calculate ramp and/or landing fees based on aircraft model, weight, or another predefined schedule. Simply approve calculated fee to complete the invoice.
Card Processing
total fbo offers increased flexibility by designating in real-time which processor is used to authorize a given card type. Compatible processors include AIR Card®, AVCARD®, Avfuel, Alliance, MS Aviation, EPIC, Shell, UV Air, Colt, Phillips 66 and more – including contract cards and pilot awards!
PCI Compliant
total fbo is PCI Compliant, essential for accepting credit card payments safely and securely!
Personnel Management Features
Integrated Employee Time-Clock
Utilize the built-in function to record employee time from any workstation directly to a shop order or import time clock data from most external clock systems. This flexibility ensures seamless integration with your existing systems.
Crew Member Duty Log Tracking
Forget the complicated forms you used to use for duty logs. Just check flights in and out, and the times you enter will automatically update the duty logs as well as the aircraft maintenance warnings.
Scheduler
Effortlessly schedule conference rooms, aircraft, instructors, charter flights, employee vacations–whatever your needs, our scheduler can handle it!
Reporting Features
Reporting Options
Each report offers many customization options, and you can also export numerous reports to your spreadsheet for further analysis. Additionally, each report has specific security requirements to ensure sensitive information remains protected.
You can email any report in PDF format directly from total fbo with just the touch of a button. Whether it’s an invoice or a statement for a customer, or financial statements for your banker, sending information is seamless and efficient.
Shop/Maintenance Features
Maintenance Projections
Eliminate the whiteboard and simply print a single report to let pilots, maintenance staff, and charter sales personnel know when an aircraft will need to be down for maintenance. Each time you invoice a flight, times and cycles are automatically updated on the aircraft record, providing a truly current maintenance status for your entire fleet. Additionally, you can use reports to better plan your maintenance schedule or remind customers to schedule their next visit.
GSE and Tool Maintenance Tracking
Effortlessly track required and performed maintenance for all tools, equipment, and vehicles you own.
Weight & Balance Tracking
Add any serialized component to an aircraft from a shop order, and it will also be added to the aircraft’s weight record. Simply enter the base weight and generate a current report, complete with sign-off, whenever needed.
Bar Code Input & Printing
Generate barcode labels for parts, shop orders, discrepancies, employee IDs, pilot supplies, and use them throughout the program to accelerate data entry for invoicing, time entry, inventory, and more.
Digital Authorization for Shop Orders
Securely authorize repair work electronically with just a swipe of your magnetic card. Instantly verify whether shop orders have been altered at any time.
Track Cores
Never lose a core charge credit again. Removing a component from the aircraft creates a core record. As you move the core through the process, each stage is tracked on the record, allowing you to run a report at any time to verify the status.
Log Book Entries
Generate log book entries for aircraft owners. Details include completed repairs, aircraft times, certifications, and more as needed.
Technology Features
Built on Microsoft SQL platform
Starting with Version 4.0, total fbo is built upon the robust Microsoft SQL Server database engine, a tool trusted by major corporations. This version of the program is more than just an interface to a new database engine, it’s a complete overhaul designed to maximize SQL’s high-performance capabilities. Reports that used to take minutes now run in seconds. New column-by-column sort and search capabilities make it easier than ever to find what you’re looking for in those larger-than-ever files. Moreover, data integrity with MS/SQL is world-class, safeguarding your data against issues like power outages or improper system reboots, and more!
Scheduled Automatic Backups
Not only can you make a backup any time – even when users are in the program – but you can schedule the backups to occur automatically whenever you like, without ever knowing SQL.
Enterprise-Wide Data
In today’s consolidated marketplace, the Enterprise edition enables you to operate multiple locations independently while sharing key data elements. You can build a nationwide customer database to give customers a consistent experience regardless of which location they fly into. Features like consolidated financials and inter-location revenue are automatic features. The larger your company is, the more you need the Enterprise!