HEB Aviation Tracking

Portal shortcuts

Go straight to what you need

Choose a section below and we’ll take you there.

Flight log

Enter a flight from your phone

Date Customer Log status Use in progress before the aircraft returns. Complete entries count toward billing, balances, and reports.

Select a client to verify prepaid balance before dispatching.

Route Block out

When the aircraft starts moving from parking for the lesson. Block in

When the aircraft stops at parking after the lesson. Block time is calculated from block out to block in. Block time Hobbs start Hobbs end Billed flight hours Total instructor time Include ground instruction if billed. Instructor bill rate Paid with Notes

Date	Customer	Status	Block	Hobbs	Aircraft $	Instructor $	Total billed	Instructor payable

Schedule

Book clients on the calendar

Staff can create clients, block unavailable time, and schedule bookings here.

Block time you cannot fly: Use this for days off, maintenance, weather holds, or times an instructor is unavailable. Blocked time turns red on the calendar and clients cannot request it.

Unavailable date

Block type

Time section Whole day

Start time End time

Applies to Repeat Reason

Tip: Choose Time section for part of a day, or Whole day when the instructor or aircraft should not be bookable at all.

Add or approve a lesson: Use this when staff is scheduling for a client or approving a client request.

Date Start time End time Customer Assigned instructor Lesson type Status

Status meanings:
Pending approval: The client asked for this time, but it still needs instructor approval.
Scheduled: The lesson is approved and confirmed on the calendar.
Tentative: Hold the spot, but details are not fully confirmed yet.
Completed: The lesson already happened.
Cancelled: The lesson is no longer happening.

Notes

Choose times from the dropdowns for faster scheduling on iPad and Mac. Use the Edit buttons below if the date, time, customer, instructor, or status needs to be corrected later.

Request a flight: Pick the day, time, and instructor you want. The request stays pending until the instructor approves it.

Date Requested start time Requested end time Preferred instructor Lesson type

Client booking requests have a 2-hour minimum so there is enough room for preflight, flight time, and postflight wrap-up. Pending requests will show on the calendar until the selected instructor approves them.

Notes

Calendar key: Red means unavailable or blocked. Yellow means pending approval. Green means scheduled or approved. Use the tables below the calendar to edit, approve, deny, or delete items.

Date	Time	Unavailable reason

Date	Time	Customer	Lesson	Status

Squawks

Report issues and watch open squawks

Date	Title	Status	Hobbs	Notes

At a glance

Live operating snapshot

Admin Financials

Revenue, liabilities, and instructor payable

Customer	Deposit $ left	Flight hrs left	Instructor hrs left	Total billed	Instructor payable

Invoices

Client billing and payment tracking

Customer Invoice type Issue date Due date Amount Description

Package invoice shortcuts

Select a customer, then create and send a QuickBooks dry block-time package invoice without retyping the amount.

Invoice	Customer	Amount	Paid	Balance	Status	Link

Reporting

Billing health and operating watchlist

Customer	Deposit $ left	Flight hrs left	Instructor hrs left	Status

Aircraft Status

Readiness, due items, and MX priorities

Priority	Item	Reason	Target

Expenses

Track aircraft operating costs

Category	This month	All time	% of total

Month	Revenue	Instructor pay	Expenses	Net

Vendor	This month	All time

Instructor	This month hrs	Payable	Profit share	Total est.

Date	Category	Vendor	Amount	Reference	QuickBooks

Maintenance

Track MX, inspections, and squawks

Date Category Status Title Current Hobbs Due Hobbs Due date Cost Notes Photo or file

To update dashboard due items, mark oil changes, 100-hour inspections, or annual inspections as completed. Use current Hobbs for oil and 100-hour records. Annuals use the completion date. Attach one supporting photo or file, up to 2 MB.

Date	Category	Title	Status	Due	Cost

QuickBooks Sync

Prepare accounting and client payments integration

This app can become your operations system while QuickBooks Online handles invoices, payments, and accounting. The next integration step is Intuit OAuth plus customer and invoice sync.

Push new clients to QuickBooks as customers
Create invoices for deposits, flight time, and instructor time
Send QuickBooks payment links to clients
Reconcile paid invoices back into this app

Not connected yet

OAuth and invoice sync have not been set up in this local MVP yet.

Intuit client ID Environment Redirect URI Connected realm/company ID Notes 5-hour package payment link 10-hour package payment link 15-hour package payment link 20-hour package payment link Fuel expense account Oil expense account Aircraft parts expense account Maintenance expense account Insurance expense account Hangar expense account Other expense account Expense payment account

Store your Intuit client secret in Cloudflare as `QBO_CLIENT_SECRET`. The app never stores that secret in the browser.

Expense sync uses exact QuickBooks account names when you enter them here. This is the best way to keep sandbox and production books clean.

Audit

Shared sign-ins and cloud saves

Email delivery log

When	Type	Recipient	Status	Detail

When	Who	Action	Detail

Reset

Purge test data before production

Profiles

Admin, instructor, and client access

Show starter profiles

Name	Role	Linked customer	Access status

Settings

Business defaults

Aircraft tail number Aircraft hourly rate Instructor name MX alert email Schedule alert email Aircraft status override Instructor rate billed to customer Instructor pay rate you owe Instructor profit share % Instructor hrs per flight hr Max active clients Additional clients default to the wait list once this cap is full. Oil change interval (Hobbs) 100-hour interval (Hobbs) Annual interval (days) QuickBooks auto reconcile (minutes) Default billing basis Default fuel surcharge Business notes

New rates only apply to new auto-calculated deposits. Existing deposits keep the hours they were created with.

Set QuickBooks auto reconcile to 0 if you want invoice payment refresh to stay manual only.

Package	Deposit $	Flight hours	Instructor hours

Customers

Add or edit customer and prepaid balance

Customer name Phone Email Program status Keep active clients under your Settings cap and place additional clients on the wait list. Client setup This customer will also be created as a client login automatically. The username is generated from the email address and a secure setup link is emailed automatically. Initial cash deposit Initial prepaid hours Leave at `0` to auto-calculate from the cash deposit. Initial instructor hours Leave at `0` to auto-calculate from the cash deposit.

If you enter deposit dollars and leave hours at `0`, the app will convert the cash into flight and instructor hours using your current package settings.

Client setup emails use Cloudflare email settings. Add `RESEND_API_KEY` and `AUTH_EMAIL_FROM` before using invite-based login setup.

Auto-convert preview will appear here when you enter a cash deposit.

Rate plan note Notes

Customer	Deposit $	Flight hours left	Instructor hours left	Status

Deposits

Top up an existing customer

Customer Offline package Use this for cash, check, or Zelle packages that should not sync to QuickBooks. Discount % Payment method Cash/offline payment received Add hours Leave at `0` to auto-calculate from the cash deposit. Add instructor hours Leave at `0` to auto-calculate from the cash deposit.

Cash-only deposits auto-convert to flight and instructor hours when both hour fields are left at `0`. Offline packages credit the full selected package while recording only the discounted cash received.