Vliegclub Seppe Runs Scheduling, Billing, and Training on Aviatize

Frank Oskamp, Board Member and Treasurer at Vliegclub Seppe, reached out to Aviatize when the club’s legacy scheduling and billing tool began to break down further with each passing month. Patching it was no longer a sustainable option.

“We needed a platform that could replace what we had — and then some,” says Frank. The bar was high: flight bookings, member check-in/out, invoicing, training records, and accounting all had to live in one system, work on a phone, and be ready for whatever the European Union threw at electronic invoicing next.

For a volunteer-run club, every hour spent fighting outdated software is an hour someone could have spent flying. The replacement had to be a real upgrade, not a sideways move — and it had to land without breaking the rhythm of a club where weekend flying never pauses for an IT project.

Vliegclub Seppe’s books live in Exact Online — the accounting platform most Dutch organizations use — and Aviatize’s Exact Online integration keeps them in sync in real time. Every invoice and credit note generated in Aviatize lands in Exact Online the moment it is issued, properly categorized and ready for the bookkeeper. Members pay by IBAN bank transfer, and the reconciliation flows straight through.

Because the integration is real-time rather than a nightly batch, the treasurer is never reconciling stale data. (Aviatize can also dispatch Stripe payments into Exact Online for clubs that take card payments — the engine is the same.)

Just as importantly, Seppe is already wired into the PEPPOL e-invoicing network through Aviatize. That matters because Europe’s e-invoicing landscape is shifting fast. Belgium’s domestic B2B e-invoicing mandate went live on 1 January 2026. The EU’s ViDA package — adopted in March 2025 — makes structured cross-border B2B and B2G e-invoicing mandatory from 1 July 2030. The Netherlands is on track for its own domestic B2B mandate around the same horizon, with legislation expected in 2028 and a two-year implementation runway.

For a flying club whose members are mostly private individuals, B2C invoicing remains outside the scope of these mandates today. But the moment Seppe invoices a Belgian business, a corporate flight customer, a government training programme, or any EU counterparty after 2030, the platform handles the UBL conversion and PEPPOL delivery automatically — no separate portal, no migration project, no last-minute panic. The same Aviatize access point reaches recipients in more than thirty PEPPOL-connected countries across Europe and beyond.

The promise of replacing a cracking legacy system isn’t just operational survival — it’s giving volunteers their time back. With invoices generated automatically, payments reconciling through Exact Online, members handling their own bookings on the mobile app, and training and maintenance records kept in one place, the administrative burden on Seppe’s board has dropped significantly.

That time goes back where it belongs: into the air. It is the same pattern other European clubs on Aviatize have reported, from Wings over Holland at Lelystad to Kortrijk Flying Club across the border in Belgium — minimize admin, maximize flying.

“Flying Club Seppe has made the move to Aviatize,” says Frank. “It wasn’t always an easy process, but thanks to their top-notch support, it has become a true success. Awesome!”