Aviation Supplier Reconciliation Software
See the difference between what you expected and what was billed.
Compare planned costs with supplier invoice amounts across fuel, ground handling, catering, permits and concierge services. FlightStratix keeps variances, supplier invoice links and projected margin visible against the same trip.
The last supplier invoice can change the trip margin
A handling charge differs from the estimate. An extra fuel fee appears. The invoice arrives after the client bill is prepared. Reconciliation gives operations and finance a practical place to review what changed.
Built around the way you work
Each capability is part of the connected FlightStratix workspace.
Expected versus billed
Review expected cost, supplier-billed amount and variance across each trip service.
One view across suppliers
Separate fuel, handling, catering, permits and concierge lines so exceptions are easier to locate.
Disputes and approval states
Track the documented states including unmatched, over-budget, disputed, approved and paid, with direct access to linked invoice records.
Margin visibility
Review projected service and trip margin as supplier costs are recorded, without mistaking projected figures for collected profit.
From start to finish
Supplier invoice checks and flight-service cost variances
A supplier invoice should be checked against the cost you expected before it changes the trip margin.
Keep an expected cost by service
Fuel, ground handling, catering, permits and concierge services carry a quoted or expected supplier cost. The trip reconciliation view displays these expected values beside billed amounts and the projected margin.
Inspect the variance rather than searching email
Per-service rows show expected versus supplier billed and highlight over-budget cases. Open a specific record to inspect the difference and follow its link to the associated supplier invoice.
Move disputed items through an accountable workflow
Keep visible states for matched, unbilled, disputed, received, approved and paid items. Finance and the operations desk can see whether a charge is awaiting a supplier document, under review or ready for settlement.
Put margin next to the trip
Roll up expected cost, supplier billed, variance and projected margin at the trip level. This helps explain why the final commercial result differs from the original estimate, but it should not be described as a full ERP bank reconciliation.
Know what each service was expected to costand what was billed
Reconciliation begins before the supplier sends an invoice
An operator or trip-support desk books services against a trip leg with an anticipated supplier cost, client charge and chosen vendor. Fuel, ground handling, catering, permits and concierge items retain their own service records and pricing context. This starting point is essential: without an expected amount, finance can see a bill but cannot tell whether it differs from the commitment made by operations.
Compare expected and supplier-billed amounts per service
The trip reconciliation panel shows expected cost, supplier billed, variance and projected margin at the overall level. Individual service rows can be expanded to inspect expected versus invoiced detail and the linked supplier invoice. Statuses distinguish matched, unbilled, over-budget, disputed, received, approved and paid states. This offers a usable exception list so teams can spend review time on differences rather than manually checking every invoice against an old email.
Treat currency and dispute status as first-class details
Trip support operates with multiple suppliers and currencies. The interface formats money according to the recorded currency, and the financial review should avoid silently summing values across currencies as if they were equal. A disagreement about a fuel uplift quantity or an unapproved handling surcharge can be marked and investigated through the service record, supplier correspondence and invoice reference. The page should not claim automatic multi-currency FX settlement or dispute adjudication.
Preserve the operational reason behind the number
The relevant trip holds crew, aircraft, per-leg services, vendor data, correspondence, documents and field-level change history. A disputed supplier charge can therefore be investigated against the service order and communication timeline, not just against a generic account-payable amount. When a quote or itinerary changes, the team needs to know which service request and supplier confirmation applied to the revised operation.
Separate supplier reconciliation from client invoicing
Supplier reconciliation asks whether the cost of services was correct; client invoicing asks what the customer must be charged and paid. The invoice module contains its own statuses, partial payments, credit notes and statements. These are connected commercial activities but distinct search intents. Link to aviation invoicing, trip support software and charter management.
Resolve supplier variance before closing the service.
Compare the invoice with the ordered service
Review the expected supplier cost, client charge and billed amount against the same service. A mismatch can then be investigated with the relevant trip, vendor and supporting correspondence visible, rather than as an unexplained figure in a separate spreadsheet.
Explore the flight support workspaceKeep client billing connected to cost review
Supplier review and client invoicing are related but distinct tasks. Preserve the service context when checking a variance, then review the client charge and invoice record with finance before completing the commercial closeout.
Explore client invoicing- Record estimateEnter expected service costComplete
- Receive invoiceSupplier-billed amountComplete
- 03Compare varianceFlag differencesIn review
- 04Review / disputeResolve exceptionsPending
- 05Approve & trackUpdate payment statusPending
See it in context
An unapproved handling surcharge
A trip service was expected to cost €1,200, but a supplier invoice arrives at €1,480. The reconciliation row exposes a €280 variance. An operator reviews the handling service and communication thread, records the discrepancy for dispute or approval and checks the effect on projected trip margin. No unsupported claim is made that the system can legally recover the money by itself.
An operational example
An FBO sends an invoice for handling above the estimate attached to a charter trip. The trip-support coordinator opens the service reconciliation row, compares the supplier bill with the agreed cost and marks the variance disputed. Finance can see the outstanding amount and projected margin while the issue is resolved.
Where it fits in FlightStratix
Frequently Asked Questions
Does it show which service caused a trip variance?
Yes. Reconciliation is broken down by service category, with expected and supplier-billed amounts.
Can accounting see the supplier record?
The reconciliation panel links to underlying supplier invoice information, subject to the relevant user permissions.
Does this compare vendor costs with expected costs?
Yes. The documented reconciliation panel displays expected cost, supplier-billed amount and variance by service.
Does it pay vendor invoices automatically?
Automated supplier payment was not established by the supplied reference. The page describes reconciliation and status tracking, not payments execution.
Explore FlightStratix solutions
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