Finances

How to manage member billing, planned expenses, and the member financial ledger on the web dashboard.

Overview

The Finances page is where group administrators manage the financial side of aircraft ownership — estimating monthly charges, tracking planned and actual expenses, posting bills to members, and maintaining the running ledger of who owes what.

This page is available to Owners, Admins, and Treasurers on Club paid plans.

Cash Flow Chart

A bar chart showing income vs. expenses side by side for the trailing 6 months plus the current month and 5 months forward. Historical income is drawn directly from the member ledger — specifically the sum of all charge entries for each month. Future months show projected amounts based on planned expenses and member estimates. This gives you a rolling 12-month picture of the group’s financial health.

To the right of the cash flow chart, two donut charts break down expenses by category (Hangar, Insurance, Fuel, Maintenance, etc.):

• Trailing 12 months — what you’ve actually spent over the past year
• Forward 12 months — what’s projected based on your planned and recurring expenses

Together they give you a clear picture of where the money has gone and where it’s headed.

Financial Snapshot

• Bank Balance — live balance from your connected bank account (enabled through Plaid integration — see Bank Integration)
• Member Balances — a summary of each member’s current running balance: what they owe or what credit they have

Member Expenses (Estimated)

This table is the core of the monthly billing workflow. It shows each member’s estimated charges for a given month, broken down into components:

• Flight Charges — hours flown × hourly rate
• Fixed Cost — their share of the monthly fixed cost
• Shared Expenses — their share of any planned expenses marked as split across members
• Individual Adjustment — a one-time credit or charge specific to that member
• Total — the sum of all columns

Use the month navigation arrows to move between months.

Expanding a Member Row

Click any member row to expand it and see the full calculation detail. From the expanded view you can:

• Edit the adjustment — enter a positive or negative dollar amount to add a credit or extra charge
• Add an adjustment note — a short explanation that will appear in the ledger when bills are posted
• Save Changes — the Save button only activates when you’ve actually changed something

Posting Bills

When you’re satisfied with the estimates for the month, click Post Bills to open a read-only review of what will be posted to each member’s ledger. The review shows each member’s total and any adjustment notes. If everything looks right, click Confirm to post.

Posting creates a charge entry in each member’s ledger for their total. Any adjustment or shared expense notes are automatically included in the ledger entry’s comments field.

Planned Expenses

A list of upcoming or recurring group expenses for the selected month. These are costs the group expects to incur — hangar rent, insurance, annual inspection reserve, etc.

To add an expense, click + Add Expense and fill in:

• Date — when the expense is expected
• Category — Hangar, Insurance, Fuel, Maintenance, Other
• Payee — who you’re paying (e.g., “Renton Airport Authority”)
• Amount
• Recurring — toggle on if this expense repeats, then select the interval: monthly, quarterly, or annually. It will auto-populate in future months accordingly.
• Incremental cost to be split among members — check this if the expense is above and beyond the standard fixed costs already built into each member’s monthly dues. Most routine shared costs (hangar, insurance, reserves) are already captured in the Monthly Fixed Cost setting. This checkbox is for one-time or irregular expenses that need to be added to a specific month’s charges. When checked, the total amount is divided equally among all active pilots and appears in each member’s Shared Expenses column in the Member Expenses table.

Actual Expenses (Bank Transactions)

If you’ve connected a bank account via Plaid, this section shows your actual transactions for the selected month — what you actually spent vs. what you planned. See Bank Integration for setup instructions.

Use Sync Now to pull the latest transactions. Export to CSV if you need the data in a spreadsheet.

Member Ledger

The ledger is the authoritative record of all financial activity for each member — charges, payments, adjustments, and opening balances. Every posted bill and recorded payment appears here as a line item.

Filtering: Use the dropdowns to filter by member, month, and entry type (Opening Balance, Charge, Payment, Adjustment).

Ledger Entry Types

• Opening Balance — the starting balance when a member joins or when you initialize the ledger
• Charge — a bill posted for a month’s flying and expenses
• Payment — a payment received from a member
• Adjustment — a manual credit or debit (e.g., to correct an error or handle a one-time expense)

Adding a Ledger Entry

Click + Add Entry to manually add any entry type. This is how you record payments when a member pays their bill — select the member, enter the amount as a negative number for a payment (which reduces their balance), add a note, and save.

Importing and Exporting

• Import CSV — bulk import ledger entries from a spreadsheet. Download the template first — it’s an Excel file pre-configured with the required columns (date, source_month, type, member name, amount, description, note) and built-in dropdown validation for the type field (charge, payment, adjustment) and the member name field (pre-populated with your group’s current members). This makes bulk entry much faster and reduces errors. The source_month column (format: YYYY-MM, e.g. 2025-10) is required on charge entries for historical income to appear correctly in the Cash Flow chart.
• Export CSV — download the full ledger for your records or for sharing with your accountant.