Aircraft fuel usage tracking and billing integration

Purpose

1.1. Automatically track aircraft fuel usage on government airstrips, record consumption per flight, and generate accurate billing and reconciliation.
1.2. Integrate fuel dispensing meters, flight logs, and financial systems to eliminate manual data entry and prevent billing discrepancies.
1.3. Synchronize real-time fuel usage with aircraft registration, pilot identity, and cost centers for transparent audit trails and regulatory compliance.
1.4. Centralize data for rapid monthly, quarterly, or ad-hoc billing, while providing analytics for operational optimization and sustainability reporting.

Trigger Conditions

2.1. New fuel dispensing event logged by dispenser IoT system.
2.2. Flight plans filed or amended referencing fuel order.
2.3. Aircraft tail number logged at airstrip fueling terminal.
2.4. Fueling receipt created in POS or handheld terminal.
2.5. Scheduled export from on-premise fueling management system.
2.6. Manual upload or scan of fuel slip image.
2.7. API event from financial platform indicating invoice creation.
2.8. Midnight scheduled batch job for missed events.
2.9. New or updated aircraft/operator profile in database.
2.10. Exception flag for fuel quantity or pricing anomaly.

Platform variants

3.1. SAP ERP
• Function: SAP Cloud Platform API Management — configure POST to /fuelUsageInvoices for each new dispensing event.
3.2. Oracle NetSuite
• Feature: RESTlet SuiteScript — POST to /fuel/billing endpoint, mapping fuel meter data.
3.3. Microsoft Power Automate
• Connector: Dynamics 365 Finance — create new invoice using ‘Create record’ action from parsed fuel logs.
3.4. QuickBooks Online
• API: CreateInvoice — auto-polulate line items by aircraft and fuel dispensed.
3.5. Xero
• API: Invoices endpoint — trigger POST on new fuel event with validated tax codes.
3.6. Salesforce
• Object: Custom Fuel Usage object — use Process Builder to launch billing creation flow.
3.7. FuelSoft
• API: Job Create — ingest meter data and reference aircraft ID.
3.8. FuelCloud
• Webhook: ‘Dispense Complete’ — auto-sync fuel details to financial module.
3.9. OpenAir
• Integration: Time & Expense API — fuel usage logged as reimbursable item.
3.10. Zoho Books
• API: Invoice Creation — automate with aircraft and fueling operator as contacts.
3.11. FreshBooks
• API: Create Invoice — attach fueling slip scans via attachments endpoint.
3.12. IFS Aviation Maintenance
• REST API: WorkOrder Update — trigger on fuel events to log cost lines.
3.13. SAP Concur
• ExpenseIt API — receive scanned or uploaded fuel slips for reconciliation.
3.14. Intuit API Platform
• Endpoint: Bill Create — triggered by fuel meter exports for bulk processing.
3.15. DocuSign
• Envelope API — route fuel receipt for approval prior to batch bill runs.
3.16. AWS Lambda
• Function: ParseFuelDispenseEvent — orchestrate inbound IoT fuel event to target APIs.
3.17. Azure Logic Apps
• Workflow: Watch Fuel Event — call billing and notification connectors.
3.18. Zapier
• Trigger: New Spreadsheet Row (fuel log) — action: create invoice in preferred system.
3.19. MQTT Broker
• Topic: /airstrip/fuel/dispense — relay to billing microservice via subscribe action.
3.20. Google Sheets
• Script: Apps Script on Form Submission — sync row to financial system API.

Benefits

4.1. Removes human error from fuel tracking and billing workflows.
4.2. Minimizes billing disputes with secure digital audit chains.
4.3. Reduces invoice processing and reconciliation times.
4.4. Improves regulatory compliance and real-time reporting capabilities.
4.5. Enables cost-center breakdown and usage analytics across fleets and operators.
4.6. Enhances detection of fuel fraud or anomalies through continuous monitoring.
4.7. Streamlines interactions between airstrip management, finance teams, and fuel suppliers.