Commercial
Requests, quotes, purchase orders and invoices, all tied to the flight.
- Auto-costed quotes from ACMI rates, fuel & fees
- Approval before a quote is sent
- Receivables, statements & analytics
Aviation operations platform
Every flight on one record — from enquiry to invoice.
Trailflow runs the commercial and operational side of a charter or contract operator. The quote, the Flight Release, the crew, the safety reports and the invoice all sit on the same mission. Every department works from it, so nobody re-keys a flight.
1Record per mission
6Departments, one view
OfflineCrew flight pack
Flight Release
FR-2026-000842
MBAMain base · 06:10Z
RDGRidge strip · 07:05Z
- Airworthiness & maintenance current
- Licences & medicals in date — both crew
- Type ratings & recurrent training current
- Duty & flight time within limits
- Load sheet signed · navlog confirmed
Ready for release Checked 05:31Z
The problem
A single charter flight usually lives in four places at once.
Commercial has the quote in an email. Ops has the plan in a spreadsheet. Crew has the roster. Safety has the report. They disagree about the same flight, and the disagreement often turns up on the ramp.
Trailflow replaces all of that with one mission record. Every department reads it and writes to it, and each one is told when something changes that affects them.
How it works
One pipeline, from enquiry to cash.
Every request goes through the same stages, however it arrives. Confirming a booking opens its Flight Release, so aircraft, crew and paperwork are checked on the same record that was quoted.
- RequestClient enquiry or contract tasking
- FeasibilityAircraft, strip & cost check
- QuotePriced, approved & sent
- ConfirmPO or payment recorded
- Flight ReleaseAircraft, crew & paperwork checked
- Fly & invoiceJourney log → records → invoice
The platform
Built around the operator, not the spreadsheet.
Each department gets its own desk on the same data. Permissions are set per role, so each person sees what they need and nothing else.
Operations
Feasibility, allocation, Flight Release and flight following.
- Aircraft availability without double-booking
- Positioning flights planned automatically
- Mission file: every document, in order
Crew & duty time
Roster, rotations, leave, licences and flight-time limits in one place.
- Duty counted from report to release
- Warnings before a limit is reached
- Licence, medical & rating expiry alerts
Safety
Hazard and occurrence reporting under ICAO Annex 13.
- Flight hazard, TCAS & engineering reports
- Occurrences classified as they are filed
- Compiled safety bulletin
Maintenance
Technical log, defects and the maintenance programme for each tail.
- Defect register carried from page to page
- Check intervals per aircraft type
- Station stores & component changes
Purchasing & stores
From purchase order to goods received to supplier invoice to issue.
- Release certificates & shelf-life checks
- Parts issued to aircraft type or tail
- Senior approval above a threshold
Contracts & ACMI
Awarded work with its own allocation, taskings and dedicated crew.
- Taskings pasted in from the client's schedule
- Aircraft held only once the contract is awarded
- Contract hours against the minimum guarantee
Analytics
A management view of the whole operation, for senior roles only.
- Utilisation by tail & by activity
- Mission P&L and budget against actual
- Cost per flight hour
Flight Release
See exactly why a flight isn't ready, before it reaches the ramp.
When Ops assigns an aircraft and crew, Trailflow checks them against maintenance status, licences, medicals, type ratings, recurrent training and duty limits. If anything fails, the controller sees every reason, not just a red light.
- Each release has its own permanent serial number, so paper and system always match
- Crew get a calendar invite, the release documents and a link to acknowledge
- Cancelling a flight frees the aircraft and crew, and alerts Ops
Crew allocationDash 8 · 2 sectors
| Crew | Rating | Medical | Duty |
|---|---|---|---|
| Capt. A. Moreno | Current | Valid | 5.2 h slack |
| Capt. L. Haddad | Current | Expires 9 d | 7.0 h slack |
| F/O K. Osei | Current | Valid | 1.1 h slack |
| F/O R. Silva | Not rated | Valid | 8.4 h slack |
Crew flight pack
The crew's paperwork, on their phone, even with no signal.
Remote strips rarely have a connection. Crew open one page per flight with the load sheet and navlog for each sector. It fills itself in and keeps working offline, then syncs when the phone reconnects.
- Load & trim with the aircraft's weight and balance envelope
- Navlog times, ETAs and fuel worked out from the waypoints
- Cabin, security and post-flight checklists
- Locked before take-off, and only on devices you have registered
Flight file · Today
MBA → RDG → MBA
Offline · 3 items will sync
Load sheet · Sector 1C208B · TOW 8,410 lb · in limits
SignedNavlog · Sector 1EET 0:55 · trip fuel 360 lb
ConfirmedLoad sheet · Sector 2Waiting for fuel figure
OpenSecurity searchBefore first flight
ReadyCosting
Quotes built from what the flight really costs.
ACMI rates per aircraft type, fuel burn per hour, positioning legs, crew layovers, per diems and airport fees are all added up the same way every time. Commercial, Ops and finance all see the same figures.
- Fuel worked out from burn per type × block hours × price per litre
- Positioning flights to and from base included automatically
- Airport fees researched for you on request, and you can override them
Mission cost build-upCaravan · 3.4 block h
| ACMI · 3.4 h | 2,992 |
| Fuel uplift · 1,050 L | 1,239 |
| Positioning · 0.6 h | 528 |
| Crew layover · 1 night × 2 | 360 |
| Landing, parking & security | 214 |
| Cost to operate (USD) | 5,333 |
Four kinds of flying
One pipeline that handles all of them.
Ad-hoc charter, contract ACMI, scheduled timetables and internal flights all follow the same checked path. Each timetabled day becomes its own flight, so it passes the same aircraft, crew and release checks as a charter.
Ad-hoc charter
A client's trip, quoted per mission and confirmed by PO or payment.
Contract / ACMI
Awarded work with its own allocation, taskings and dedicated crew rotations.
Scheduled service
A published timetable, turned into one checked flight for each operating day.
Internal flying
Training, test, positioning and director allocations, with senior approval.
Built to stand up to an audit
The controls an AOC holder needs, built in.
When an inspector, auditor or client asks who released a flight, who approved a quote or who changed a record, you have the answer.
01 · AUDIT TRAIL
Write-only history
Releases, amendments, corrections and approvals are logged permanently, and nothing can edit or delete them.
02 · TWO PEOPLE
Segregation of duties
The person who files a flight record can't also sign it off. Once checked, the record locks.
03 · PERMISSIONS
Role-by-role access
Choose what each role can see and do, custom roles included. Nobody can approve their own request.
04 · APPROVALS
Senior sign-off
Internal allocations, prepaid overrides and large purchases need a senior approver.
Who it's for
Made for operators who fly where the spreadsheet runs out.
Charter operatorsTurn ad-hoc enquiries into quoted, released and invoiced flights in days, not weeks.
ACMI & contract flyingHumanitarian, government and corporate contracts, with dedicated tails and crew.
Regional scheduledTimetables that still get a crew and aircraft check every single day.
Remote & bush operationsUnpaved strips, limited opening hours and crews who fly beyond mobile coverage.
Questions
Frequently asked.
Does Trailflow work with my aviation authority's rules?
Flight-time and duty limits are set per operator, so Trailflow can be configured to the scheme your authority has approved for you. During onboarding we go through your operations manual with you and set up the limits, airports and aircraft types before your first flight.
Which aircraft types are supported?
Any type can be scheduled, costed and released. The crew load sheets currently cover the DHC-8 and the Cessna 208. Other types are added from the aircraft's own weight and balance data when you onboard.
Can we bring over our existing fleet, crew and airport data?
Yes. Aircraft, crew and airstrips can be imported from spreadsheet templates, and airstrip coordinates and operating hours can be uploaded in bulk.
What happens when crew are out of mobile coverage?
The crew flight pack keeps working offline. Load sheets, navlogs and checklists are saved on the device and sync automatically once a connection comes back.
Is it a replacement for our maintenance tracking system?
Trailflow keeps the technical log, defect register and maintenance programme alongside operations. Operators who already run a dedicated airworthiness system can keep it. Trailflow holds the operational record.
How is it delivered?
Trailflow is a web application, so there is nothing to install for office staff. Crew use the flight pack in their phone's browser. We'll talk about hosting and data residency during the demo.
Book a demo
See your own operation on one screen.
A 30-minute walkthrough set up with your own bases, aircraft types and duty scheme.
- 00–05Your operation today: fleet, bases and the kinds of flying you do
- 05–20One mission end to end: request, quote, Flight Release, crew pack, invoice
- 20–30Onboarding, data import and next steps