An independent FBO's front desk often runs on a point-of-sale system built for shops, a spreadsheet of hangar tenants and a clipboard on the ramp. It works until a busy Saturday, when a fuel ticket goes missing or a departing pilot waits ten minutes for an invoice.
FBO software brings fuel, ramp, hangars and billing into one system. Here's what to look for.
What it should cover
Fuel sales and inventory
Fuel is most of an FBO's revenue, so this is where to look hardest:
- 100LL and Jet-A sales recorded with the right price for each customer: posted, discounted or contract
- fuel inventory that updates with every sale, by tank
- reports on gallons sold, margin and revenue
- ramp or facility fees waived automatically above a fuel minimum, if that's your policy
How FBOs price fuel covers the pricing side.
Self-serve fuel
Self-serve 100LL brings in sales after hours, but a card reader at the pump is expensive to buy, connect and keep compliant. Ask whether the software can take self-serve payments another way, for example with pilots paying in an app.
Transients and the ramp
Every visiting aircraft should get a ticket when it arrives, with fuel, services and parking added as they happen:
- check-in by tail number
- service orders (GPU, lav, cleaning, catering, crew cars) that line staff can update from a tablet on the ramp
- client profiles that remember tails, preferences and billing details
- the invoice ready before the pilot reaches the desk
Hangars and tie-downs
Based tenants need monthly billing and a clear picture of who's in which hangar or tie-down. Look for recurring charges, company accounts and statements.
Invoicing and payments
Departure should be one step: settle fuel, services and fees by card, company account or monthly statement, and email the receipt. Check what the vendor charges per transaction, and whether it takes a cut of fuel sales.
Pre-orders from pilots
More pilots now arrange fuel and services before they land. Software that publishes your prices and services online and puts incoming orders on your ramp screen means fewer phone calls and better planning on busy days.
Questions to ask in a demo
- Show me a transient from check-in to paid invoice.
- How does a line tech record fuel and services on the ramp?
- How are contract and based-customer prices handled?
- How is fuel inventory updated, and can I see it by tank?
- Can pilots pay for self-serve fuel without a card reader?
- How do hangar tenants get billed each month?
- Are there per-gallon, per-transaction or per-order fees?
- Who sets it up and moves our customer list over?
Pricing
FBO software is usually a flat monthly subscription, sometimes plus payment processing or per-gallon fees. Per-gallon fees look small but scale with your busiest months. Compare the total cost at your real annual gallons, not just the subscription.
Frequently asked questions
What is FBO management software?
It's software that runs a fixed base operation's front desk and ramp: fuel sales and inventory, transient aircraft, line service orders, hangar and tie-down tenants, and invoicing.
Do I need a card reader for self-serve fuel?
Not necessarily. Some systems let pilots pay for self-serve fuel in an app, scanning a code at the pump and photographing the meter, so there's no reader to buy or maintain.
Can FBO software also run a flight school?
Some can. If you run both, look for one account that handles fuel, ramp and hangar billing alongside scheduling, training records and student accounts, so you're not keeping two sets of books.