PilotLedger replaces 5-8 separate subscriptions with one platform built specifically for commercial drone pilots. From first client contact to final deliverable — it's all here.
Track every client from first contact to repeat business. Manage your pipeline, automate follow-ups, and know exactly where every deal stands.
Full contact management with companies, tags, custom fields, and search. Everything about every client in one place.
Visual pipeline with customizable stages. See every prospect at every stage of your sales process at a glance.
Track leads from first inquiry to conversion. Lead sources, follow-up scheduling, and win/loss tracking with reasons.
Every quote, invoice, payment, email, and note for each client — automatically logged in chronological order.
Set follow-up dates per client or lead. PilotLedger reminds you so nothing falls through the cracks.
Know your best clients instantly. Lifetime value is auto-calculated from every paid invoice.
One click converts a qualified lead into a full client record, preserving all history and notes.
Track preferred contact methods for each client — phone, email, text, or in-person.
Build detailed, branded quotes that win jobs. Service scopes, deliverables, GSD specs, per-acre pricing — everything a professional drone quote needs.
Add services, deliverables, GCPs, and line items. Per-acre, per-hour, and flat-rate pricing all supported.
Reusable scope-of-work templates per service type. Stop rewriting the same descriptions for every quote.
Professional navy/blue branded documents with your logo, property details, scope, pricing, and legal disclaimers.
Clients accept quotes with a legally binding electronic signature directly from their email link.
Send professional quote emails with PDF attachment and online acceptance link. Outlook-compatible HTML formatting.
Clone any existing quote as a starting point. Change the client, adjust pricing, and send in minutes.
Configure automatic follow-up reminders when quotes sit unanswered. Never lose a deal to silence.
Set your own quote number prefix, padding, and starting number. Match your existing business numbering system.
From one-off invoices to recurring retainers and milestone billing. Get paid faster with professional invoices and automated reminders.
Accepted quotes become invoices in one click. All line items, pricing, and client details carry over automatically.
Create invoices from scratch for work not tied to a quote. Full line-item editor with tax support.
Set up retainer contracts that auto-generate invoices on schedule — weekly, monthly, quarterly, or annual.
Break large projects into billing milestones. Invoice each phase as you complete it with preset templates (50/50, thirds, quarterly).
Due on Receipt, Net 15/30/45/60. Set deposit percentages. Due dates calculated automatically.
Generate professional PDF statements showing a client's complete billing history with running balance.
Select multiple invoices and mark as sent, void, or export to CSV in one action.
Clone any invoice for repeat clients. Change the date and send — no re-entry needed.
Get paid online with credit cards and bank transfers. Your own Stripe account — PilotLedger never touches your money or takes a commission.
Connect your own Stripe account. Payments go directly to you. PilotLedger takes zero commission, ever.
Accept both credit cards and direct bank transfers. Clients choose their preferred method on the payment page.
Every invoice includes a secure payment link. Send via email and get paid without chasing checks.
Accept deposits and partial payments. Balance tracking updates automatically with every payment recorded.
Log check, cash, wire, or other offline payments. Everything tracked in one system.
For directory clients: funds held in escrow until the client confirms delivery. Protection for both parties.
Both pilot and client receive branded payment confirmation emails instantly when a payment is processed.
Complete payment audit trail per invoice, per client, and across your entire business.
Track every dollar in and out. Expense tracking with receipt OCR, P&L reports, mileage tracking, and QuickBooks/Xero export. Hand your accountant a clean report at tax time.
Snap a photo of any receipt. PilotLedger reads it automatically, extracts the amount and vendor, and categorizes it.
Monthly and annual P&L statements generated automatically from your invoices and expenses. Tax-ready.
See which invoices are 30, 60, 90+ days outstanding. Know exactly who owes you money and for how long.
Revenue minus expenses per job. Know your true profit on every project including sub costs and mileage.
Log trips to job sites with automatic IRS rate calculation. Round-trip support and annual mileage summary for tax deductions.
Export invoices, expenses, and payments in QuickBooks Desktop (IIF), QuickBooks Online (CSV), or Xero (CSV) format.
Filter income by date range, client, or status. Export everything to CSV for your own analysis.
Revenue MTD/YTD, pipeline value, quote win rate, active jobs, and outstanding balance — all at a glance.
Turn accepted quotes into field-ready job sheets. Scope of work, crew, equipment, site instructions, checklists, and weather — everything your pilot needs before liftoff.
Accepted quotes become detailed job sheets automatically with all scope, deliverables, and site info.
Track jobs through created, assigned, scheduled, in-progress, review, complete, and delivered stages.
Configurable per-aircraft checklists with required items. Logged with timestamps for compliance documentation.
Real-time temperature, wind, gusts, visibility, and cloud cover at the job site. Go/Caution/No-Go recommendation.
Assign jobs to specific pilots. Field pilots see only their assigned jobs on a restricted dashboard.
Upload deliverables to secure cloud storage. Clients receive a download link — no login required.
Print-ready or tablet-ready job sheet PDFs with all scope, site details, and instructions.
Internal notes and comments per job. Track every update from assignment through delivery.
Track every aircraft, battery, sensor, and piece of equipment you own. Maintenance logs, cycle counts, warranty alerts, and registration reminders.
Every drone, fixed wing, and hybrid in your fleet. Make, model, serial, FAA registration, weight class, firmware, and photos.
Immutable maintenance records with full audit trail. Track parts replaced, costs, vendor, and next service dates.
Log every charge/discharge cycle. Health bars, voltage tracking, temperature monitoring, and auto-retire at max cycles.
17 equipment categories from sensors and cameras to RTK bases and GCP targets. Serial numbers, warranty dates, and condition tracking.
30-day warning emails before FAA drone registration expires. Expired registration alerts to prevent illegal flights.
Track every pilot's Part 107 certification date. 30-day warning and expired notifications keep you legal.
Upload COIs, track carriers and policy numbers, expiration alerts, and auto-attach insurance info to quotes.
Total asset value across all equipment. Purchase price, current value, and depreciation at a glance.
Digital pilot logbook with every detail: aircraft, duration, altitude, weather, batteries, and incidents. Linked to jobs for complete project documentation.
Date, aircraft, pilot, takeoff/landing time, duration, location with GPS coordinates, altitude, and distance.
Every flight gets a unique sequential number. Your digital logbook stays organized automatically.
Record weather conditions, wind speed, temperature, and visibility for each flight. Auto-fill from Open-Meteo.
Link flights to specific jobs for complete project documentation and billable hour tracking.
Record which batteries were used per flight. Automatically increments cycle counts in the battery tracker.
Document any incidents, near-misses, or equipment issues during flight for safety compliance records.
Live weather conditions at every job site. Configurable Go/No-Go thresholds so you never fly in unsafe conditions.
Real-time temperature, wind speed, gusts, direction, visibility, cloud cover, and precipitation at the job's GPS coordinates.
Automatic flight readiness assessment based on your configured safety thresholds. Visible on every job detail page.
Set your limits: max wind, max gusts, min visibility, max precipitation, temperature range, and cloud cover percentage.
When logging a flight, weather data is automatically populated from current conditions at the site.
One calendar view for everything: jobs, flights, invoice due dates, follow-ups, cert expirations, maintenance, and your own events.
Month, week, day, and list views pulling from 8 data sources. Color-coded by type so you see everything at once.
Jobs, flights, invoice due dates, follow-up reminders, cert expirations, maintenance, recurring invoices, and manual events.
Create meetings, site visits, training sessions, and deadlines. Supports daily, weekly, bi-weekly, monthly, and annual recurrence.
Drag events to reschedule. Click any date to create a new event. Source filter toggles to show/hide event types.
Today's schedule mini-card on your main dashboard. See what's coming up without opening the full calendar.
List view default on mobile. Event details open as full-screen modals. Works perfectly on phone and tablet.
Automated drip campaigns that follow up on quotes, chase overdue invoices, welcome new clients, and nurture leads — all on autopilot.
Create multi-step email sequences with configurable delays. Visual timeline shows each step and its trigger condition.
Quote sent, quote accepted, invoice sent, invoice overdue, job completed, job delivered, new client, and new lead.
Only send if: not opened, not clicked, not paid, not accepted, not replied. Stop automatically when the client converts.
Quote follow-up (3/7/14 days), invoice reminders (1/7/30 days), review requests, new client welcome, and lead nurture.
Auto-fill client name, invoice amount, quote link, pay now link, company name, and more. Every email feels personal.
Built-in unsubscribe system. Every automated email includes an unsubscribe link that works instantly.
Deliver orthomosaics, point clouds, reports, and video to clients through secure cloud storage. No more WeTransfer links or Google Drive headaches.
S3-compatible encrypted storage with Cloudflare CDN for fast, free-egress downloads anywhere in the world.
Files upload directly to cloud storage via presigned URLs. Large files never bottleneck your server.
Token-based download links — no client login required. Send a link, they download. Simple.
Know when clients download their files and how many times. Delivery confirmation built in.
Contract templates with auto-fill variables, e-signatures, a document library for SOPs and training materials, and role-based team access.
MSA, NDA, subcontractor agreements, scope of work, and service agreements with auto-fill variables.
Company name, client name, project name, dates, and custom variables populate automatically when generating contracts.
Send contracts for signature. Track status: draft, sent, signed, expired, cancelled.
Centralized storage for SOPs, safety manuals, training materials, field guides, and policies. Searchable with tags.
Control who sees what: owner only, admins, team, or all roles. Sensitive docs stay protected.
Upload new versions of existing documents. Version history preserved so you always have the latest.
Track external pilots and crew. Assign them to jobs, manage their rates and payments, and see your true profit margin on every project.
Track subs separately from team members. Contact info, specialty, Part 107 status, insurance, W-9, and rating.
Assign subs to jobs with role (pilot, observer, ground crew) and rate (flat, hourly, daily, per-acre, per-flight).
Record payments to subs via check, ACH, Venmo, Zelle, PayPal, or wire. Track balance owed per sub.
See client revenue minus sub costs equals your margin — on every single job. Know your true profit instantly.
Annual subcontractor spend report organized by contractor. Ready for 1099 preparation at tax time.
Track sub insurance and Part 107 expiration dates. 30-day warning notifications keep your subs compliant.
Get found by property owners, contractors, and project managers. Direct client relationships with zero referral fees or commissions.
Your services, specialties, service area, and rating displayed on findadronepilot.us for potential clients to find you.
Clients post requests for proposals matched to your specialties and service area. Get notified of opportunities automatically.
Build your reputation with verified client reviews. Star ratings and quality badges that prove your track record.
We connect you with clients. You keep 100% of the revenue. No referral fees, no middleman cuts, no broker margins.
A professional branded portal where your clients view quotes, pay invoices, track project status, and download deliverables. Your brand, not ours.
Your company name and logo, not PilotLedger's. Clients see a professional portal that matches your brand.
Clients view pending quotes, review scope and pricing, and accept with an electronic signature — all in the portal.
Pay Now buttons on every open invoice. Clients see balance due, payment history, and can pay by card or bank transfer.
Clients see their jobs moving through the status pipeline: created, in progress, complete, delivered.
All project files grouped by job. Download individual files or everything at once. No login required for email links.
If a client works with multiple drone operators on PilotLedger, they see all their pilots in one portal.
Invite team members, assign roles, set permissions, and give field pilots a restricted mobile-ready dashboard showing only their jobs.
Owner, Admin, Sales, Billing, Field Pilot, and Custom roles — each with granular read/write/delete permissions per module.
Restricted view showing only assigned jobs, flight logging, and checklists. Perfect for pilots in the field on mobile.
See what your team is doing across the platform. Every action logged with timestamp and user.
Notification bell with real-time alerts: quote accepted, payment received, invoice overdue, cert expiring, and more.
Full dark theme toggle for late-night planning sessions and early-morning preflight checks.
Install PilotLedger on your phone like a native app. Create quotes in the field, snap receipts, check your dashboard between flights.
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