Question 1

Does it matter whether we bill a flat hourly rate or itemise by cost component?

Accepted Answer

Yes — for two reasons. First, tax: in most jurisdictions, flight instruction and aircraft rental carry different tax rates. A single 'flight: $450' line cannot have the correct tax applied to each component — the instruction portion may be exempt from sales tax or VAT while the rental portion is taxable. Separate lines are required for correct tax treatment. Second, accounting accuracy: if your club collects engine reserve contributions, those are a liability (money held for a future overhaul), not income. Billing software that books everything to a single revenue account overstates income and misrepresents the balance sheet. Aviatize generates invoices with separate lines per cost type, each with its own configured tax code, and routes reserve contributions to the correct account.

Question 2

Our club bills members for actual costs rather than a rack rate. Can Aviatize handle that?

Accepted Answer

Yes. Aviatize supports cost-category billing where each line on a member's invoice corresponds to a specific cost type — fuel consumption at the actual rate for that flight, a configured per-hour contribution to the engine reserve, a per-hour prop reserve, and a proportionate share of fixed costs (insurance, hangar) for the period. The billing system knows what each line is, applies the correct tax code for its category, and routes the amounts to the right accounts in your connected accounting platform. Reserve contributions go to a liability account, not revenue. Rental and instruction go to their respective revenue accounts with the applicable tax treatment.

Question 3

How should our club account for the engine reserve fund and major maintenance assessments?

Accepted Answer

Reserve fund contributions collected from members are a liability — money the club holds for a future capital expenditure, not income it has earned. They should be posted to a reserve liability account on the balance sheet. When the engine overhaul is performed, the reserve is drawn down against the actual expenditure. Billing software that posts reserve contributions to a revenue account overstates the club's income and makes the annual accounts misleading. Aviatize routes reserve contributions to the configured liability account automatically. Major maintenance assessments in co-ownership structures can similarly be recorded as capital contributions rather than service charges, with appropriate accounting entries — consult your club's accountant to confirm the correct treatment for your specific legal structure.

Question 4

What is the VAT or sales tax situation for flying club operations?

Accepted Answer

This is jurisdiction-specific and depends significantly on your club's legal structure. In brief: in most US states, flight instruction is not subject to sales tax (it is classified as a service), while aircraft rental is taxable as a lease of tangible personal property — so separate invoice lines are necessary to apply the correct rate to each. In Belgium, VZW/ASBL aero clubs may qualify for VAT exemption on sporting services under Article 44, §2, 3° of the Belgian VAT Code if the club is non-profit, the services relate directly to active sports practice, and revenues cover costs only — but eligibility is fact-specific and should be confirmed with the FOD Financiën. In the UK, HMRC Notice 701/45 lists flying as a qualifying sport for the VAT sports services exemption under VATA 1994 Schedule 9, Group 10, subject to the eligible body conditions being met and documented in the club's constitution. In the Netherlands, the Belastingdienst's current position denies the sports BTW exemption to powered flying clubs (as of 2023), while gliding clubs are exempt following a successful challenge. In Australia, aircraft hire by aero clubs is subject to 10% GST — there is no sports services GST exemption. Always confirm your specific position with a qualified tax adviser in your jurisdiction.

Question 5

Can club members book aircraft themselves without calling the office?

Accepted Answer

Yes. Members book aircraft, instructors, and facilities online or through the Aviatize Connect app. You set the rules — minimum notice periods, maximum advance booking windows, checkout requirements — and members self-serve within those boundaries.

Question 6

How does Aviatize reduce admin work for volunteer-run clubs?

Accepted Answer

Aviatize automates the tasks that eat up volunteer time: flight billing from Hobbs times, membership fee invoicing, payment collection via Stripe, and accounting sync with Exact Online, Sage, or QuickBooks. Members check in and out themselves, and invoices generate automatically.

Question 7

Can Aviatize handle clubs with multiple airfields or locations?

Accepted Answer

Yes. The Premium plan includes multi-location support with separate scheduling, billing, and reporting per airfield, plus centralized oversight for the board. American Flight Schools, for example, runs 6 locations with 100+ aircraft on Aviatize.

Question 8

What payment options does Aviatize support for flying clubs?

Accepted Answer

Aviatize integrates with Stripe for online payments and Clover for on-site POS terminals. You can also use PEPPOL e-invoicing for government or corporate members. All payments sync automatically to your accounting system.

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Automated Billing & Payments

Equity & Cost-Sharing Billing

Reserve Fund & Assessment Accounting

Multi-Location Management

Accounting Integration

Volunteer-Friendly Admin

Check-In & Check-Out

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