By following this guide, you will set up fuel pricing contracts with FBOs and suppliers, issue fuel releases for trips, compare contract vs. retail pricing, and reconcile fuel expenses against invoices.
The Operations module must be enabled for your workspace. You also need the appropriate operations
permissions. Contact your workspace administrator if you cannot access these features.
Fuel contract management requires the Dispatcher, Chief Pilot, Director of Operations,
or Admin role. Pilots can view fuel prices and issue releases for their assigned trips.
View Current Fuel Prices
Step 1: Open the fuel dashboard
Navigate to Ops > Fuel in the sidebar. The fuel dashboard shows current fuel pricing across your network of contracted FBOs.
Step 2: Review the price board
The price board displays:
| Column | Description |
|---|
| FBO / Airport | Location and FBO name. |
| Contract price | Your negotiated per-gallon rate (Jet-A or 100LL). |
| Retail price | The FBO’s published retail rate. |
| Savings | Per-gallon savings compared to retail. |
| Last updated | When the pricing was last refreshed. |
Enter an origin and destination to see fuel prices along your route. The system shows contracted FBOs at both airports and intermediate fuel stops.
Set Up a Fuel Contract
Step 1: Open fuel contracts
Navigate to Ops > Fuel > Contracts and click New Contract.
Step 2: Enter contract details
| Field | Description |
|---|
| Supplier/FBO | The fuel provider or FBO. |
| Airport(s) | ICAO codes where the contract pricing applies. |
| Fuel type | Jet-A, 100LL, or Sustainable Aviation Fuel (SAF). |
| Contract price | Per-gallon rate in USD. |
| Volume commitment | Minimum gallons per month or year, if applicable. |
| Start date | When the contract pricing takes effect. |
| End date | When the contract expires. |
| Payment terms | Net 15, Net 30, prepaid, or per-uplift. |
| Notes | Special provisions, ramp fees, flowage fees, or volume discounts. |
Step 3: Save the contract
Click Save. The contract pricing is reflected in the fuel price board and is available for fuel releases.
Issue a Fuel Release
A fuel release authorizes an FBO to fuel your aircraft at the contracted price and bill your company directly instead of the crew.
Step 1: Open the trip or fuel releases page
Navigate to a trip’s Fuel tab, or go to Ops > Fuel > Releases and click New Release.
Step 2: Enter release details
| Field | Description |
|---|
| Trip | The trip this fuel release is for. |
| Airport | ICAO code where fuel will be uplifted. |
| Aircraft | Tail number of the aircraft being fueled. |
| Fuel type | Jet-A, 100LL, or SAF. |
| Max quantity | Maximum gallons authorized (optional cap). |
| Contract | Which fuel contract to apply for pricing. |
| Notes | Instructions for the FBO (e.g., “fuel to tabs”, “min 200 gallons”). |
Step 3: Issue the release
Click Issue Release. The release is created with a unique release number that the crew presents to the FBO. The FBO bills your company at the contract rate.
For recurring routes, set up default fuel releases in the trip template. The system automatically
generates fuel releases for each leg based on the template configuration.
Reconcile Fuel Expenses
Step 1: Open fuel reconciliation
Navigate to Ops > Fuel > Reconciliation. The reconciliation view shows all fuel releases alongside the corresponding supplier invoices.
Step 2: Match releases to invoices
The system automatically matches fuel releases to invoice line items by release number, date, and airport. Matched items show a green checkmark. Unmatched items (releases without invoices or invoices without releases) are flagged for review.
Step 3: Review discrepancies
Common discrepancies include:
| Discrepancy | Likely cause |
|---|
| Price mismatch | FBO billed at retail instead of contract rate. |
| Quantity variance | Actual uplift differed from release authorization. |
| Missing release | Crew purchased fuel without a release (credit card purchase). |
| Missing invoice | Supplier has not yet invoiced for the uplift. |
Step 4: Resolve and approve
For each discrepancy, document the resolution (e.g., request credit from supplier, approve variance) and mark the item as reconciled.
Run Fuel Reports
Navigate to Ops > Reports and select from the fuel report options:
- Contract Fuel Receipts — all fuel uplifts under contract pricing.
- Contract vs. Retail Fuel — comparison of what you paid vs. what retail would have cost.
- Fuel by Aircraft — total fuel consumption per tail number.
- Fuel by Route — fuel costs broken down by origin-destination pair.
Create a Trip
Trip creation workflow that includes fuel planning.
Manage FBO Fuel Operations
FBO-side fuel operations and quality control.
Handle Accounting
Financial workflows including fuel expense tracking.
Run Reports
Operational reports including fuel analysis.
