Purpose
1.1. Provide automated real-time tracking and allocation of costs per project phase and per aircraft across the MRO lifecycle.
1.2. Aggregate financial data from diverse sources (invoices, timesheets, parts suppliers, tooling providers).
1.3. Enable granular analytics and automated reporting for compliance, margin optimization, and forecasting.
1.4. Facilitate automated synchronization with ERP, accounting, and client-facing invoicing portals.
1.5. Support workload transparency across staff, materials, and aircraft usage.
Trigger Conditions
2.1. New project phase created or updated in project management system.
2.2. Expense entry logged in finance tools or via mobile apps.
2.3. Supplier invoice received or purchase order approved.
2.4. Time log entry or staff allocation updated in HRMS.
2.5. Monthly, weekly, or completion-based reporting schedule reached.
Platform Variants
1. SAP ERP
• Feature/Setting: OData API integration to fetch project, phase, and cost allocations—configure pull intervals per project phase update.
2. Microsoft Dynamics 365 Business Central
• Feature/Setting: Web Services API—set up triggers on “Job Tasks” and “Job Journal Lines” for cost updates.
3. Oracle NetSuite
• Feature/Setting: SuiteTalk REST API—schedule flows pulling “Project Task” and “Expense Report” records.
4. QuickBooks Online
• Feature/Setting: API—trigger on “Purchase” and “Bill” creation, assign to project via “Customer/Job” mapping.
5. Xero
• Feature/Setting: API endpoint: GET/POST ‘Projects’ and ‘Invoices’; configure polling for phase-specific cost attachment.
6. SAP Concur
• Feature/Setting: Expense Report Webhooks—on expense submission, allocate to configured project and phase field.
7. Jira
• Feature/Setting: REST API—listen for issue updates with custom fields: Aircraft and Phase, log time and attach costs.
8. Asana
• Feature/Setting: Webhooks/API—on task status change or custom field update (Phase), push costs via custom fields.
9. Monday.com
• Feature/Setting: REST API; subscribe to “Status” and “Numbers” column updates; aggregate them per aircraft/project/phase.
10. Smartsheet
• Feature/Setting: Webhooks/API, set up automation on row updates where row references aircraft/project/phase and expense amount.
11. ServiceNow
• Feature/Setting: Flow Designer; configure triggers on Work Order or Service Request phase changes, map costs with custom fields.
12. Salesforce
• Feature/Setting: Process Builder/API—triggers on custom object “Maintenance Project” stage updates, sync costs from Opportunities/Orders.
13. Workday
• Feature/Setting: Financial Management API—pull expense reports with project/phase/aircraft dimensions.
14. BambooHR
• Feature/Setting: API—extract time logs and associate costs to project phases via user custom fields.
15. Gusto
• Feature/Setting: Payroll API—at payroll run, generate allocation report per user/project/phase for labor costs upload.
16. Google Sheets
• Feature/Setting: OnCellChange trigger (Apps Script); sync project/aircraft/phase data with cost data from various inputs.
17. Zapier
• Feature/Setting: Multi-app workflows; monitor triggers from expense systems, project management, and time tracking to aggregate costs.
18. Make (Integromat)
• Feature/Setting: Scenario scheduling; aggregate and map costs per aircraft/project/phase from integrated tools.
19. FreshBooks
• Feature/Setting: API trigger on new Expense—map “Project” and “Category” to aircraft/phase for reporting.
20. Bill.com
• Feature/Setting: API—on Bill creation/approval, tag with project/phase, sync with financial dash or ERP.
Benefits
4.1. Eliminates manual data entry, reducing human error and administrative overhead.
4.2. Provides real-time visibility on cost overruns to enable immediate corrective actions.
4.3. Increases accuracy in job costing for each aircraft and phase, supporting reliable client invoicing.
4.4. Enhances forecasting and budgeting with high granularity.
4.5. Strengthens regulatory and client audit trails for MRO finance compliance.
Invoicing & Financial Automation