Best bookkeeping software for drone operators

Running a drone business means keeping track of a lot more than just flights. You’ve got expenses, income, and a whole lot of paperwork. Good drone business bookkeeping is key to knowing if you’re actually making money and staying on the right side of regulations. It might not be the most exciting part of flying drones, but getting it right can save you headaches and cash down the road. Let’s look at some tools that can help.

Key Takeaways

• DroneLogbook is great for keeping flight logs and compliance reports, which helps with overall organization.
• QuickBooks Online, Xero, and FreshBooks are solid choices for general accounting and managing your money.
• Skyward focuses heavily on flight operations and compliance, making it a good partner for detailed record-keeping.
• Verifly offers on-demand insurance, which can be a cost-effective option for less frequent flyers.
• An Excel spreadsheet can work for basic bookkeeping if you’re on a tight budget, but requires careful setup and maintenance.

1. DroneLogbook

When you’re running a drone operation, keeping track of everything can get complicated fast. That’s where DroneLogbook comes in. It’s a platform built specifically for drone pilots and businesses, aiming to simplify a lot of the administrative work. It really shines when it comes to compliance and keeping all your flight data organized.

DroneLogbook helps you manage your fleet, plan missions, and keep tabs on your pilots. It can automatically import flight logs from over 80 different types of drone telemetry, which saves a ton of time compared to manually entering data. Plus, it has features for tracking maintenance and inspections, so you don’t miss important service dates for your drones.

Here’s a quick look at what it offers:

• Automated Flight Log Import: Supports a huge number of file types, so your flight data gets into the system without much fuss.
• Compliance Reporting: Easily generate reports needed for aviation authorities, which is a big deal for staying legal.
• Mission Planning & Calendar: Plan your jobs, check airspace status, and see your schedule all in one place.
• Maintenance & Inspection Tracking: Get reminders for upcoming maintenance and keep a history of all service performed on your drones.
• Personnel Management: Track pilot qualifications, currency, and skills to ensure you have the right person for the job.

They also have mobile apps, which is handy for when you’re out in the field. You can sync flight data even when you don’t have a signal and upload it later. They even offer a free trial, so you can test it out before committing.

Keeping your drone business compliant and organized is a big part of the job. Tools like DroneLogbook are designed to take some of that burden off your shoulders, letting you focus more on flying and less on paperwork.

2. QuickBooks Online

QuickBooks Online is a popular choice for many small businesses, and drone operators are no exception. It’s a cloud-based accounting software, meaning you can access your financial information from pretty much anywhere with an internet connection. This is super handy if you’re often out in the field or working from different locations.

It’s known for being user-friendly, which is a big plus if you’re not an accounting whiz. You can set up invoices, track expenses, and manage your bills without too much fuss. For drone operators, this means you can easily bill clients for your services, keep track of all those drone-related purchases (like batteries, software subscriptions, or repairs), and see where your money is going.

Here are some of the things QuickBooks Online can help you with:

• Invoicing: Create and send professional invoices to your clients. You can even set up recurring invoices for regular clients.
• Expense Tracking: Snap photos of receipts or forward email receipts to log expenses quickly. This is great for keeping track of all those little costs that add up.
• Reporting: Get a clear picture of your business’s financial health with various reports, like profit and loss statements or balance sheets.
• Bank Connections: Link your business bank accounts and credit cards to automatically import transactions, saving you a ton of manual data entry.
• Project Tracking: If you work on specific projects, you can assign income and expenses to them to see how profitable each job is.

While QuickBooks Online is a solid all-around accounting tool, it’s worth noting that it doesn’t have specific features built just for drone operations. You’ll be using its general business accounting functions to manage your drone business finances. This usually works fine, but it means you might need to get a little creative with how you categorize certain expenses or income streams to best fit your drone business model.

There are different subscription plans available, so you can pick one that fits your budget and the features you need. For a growing drone business, it’s a reliable option that can scale with you.

3. Xero

Xero is another strong contender in the accounting software space, and it’s often mentioned alongside QuickBooks. It’s a cloud-based system, meaning you can access your financial data from pretty much anywhere with an internet connection, which is handy for drone operators who might be on the go.

Xero is known for its user-friendly interface and robust features that cater to small and medium-sized businesses. It handles a lot of the typical bookkeeping tasks you’d expect, like invoicing, bank reconciliation, and expense tracking. For drone operators, this means you can easily send out invoices to clients, keep tabs on your flight expenses, and see where your money is going.

One of the things that makes Xero stand out is its extensive app marketplace. You can connect Xero to a bunch of other business tools, which can streamline your workflow even more. Think about linking it to your project management software or even some of the flight logging apps you might be using.

Here are some of the key features that drone operators might find useful:

• Invoicing: Create and send professional invoices quickly. You can also set up recurring invoices for regular clients.
• Bank Reconciliation: Connect your business bank accounts and credit cards to Xero to automatically import transactions. This makes matching them up with your records much simpler.
• Expense Tracking: Upload receipts and categorize expenses on the go using the Xero mobile app.
• Reporting: Get a clear picture of your business’s financial health with various reports, like profit and loss statements and balance sheets.
• Multi-currency Support: If you work with international clients, Xero can handle transactions in different currencies.

While Xero has a lot going for it, it’s worth noting that pricing can add up depending on the plan you choose and the features you need. It’s a good idea to compare their different tiers to see which one best fits your budget and operational needs.

Xero offers a good balance of features and ease of use, making it a solid choice for drone businesses that are looking to get their finances organized without a steep learning curve. Its cloud-based nature is a big plus for operators who need flexibility.

4. FreshBooks

FreshBooks is a popular choice for small businesses, and it’s easy to see why. It’s designed to be super user-friendly, which is a big plus if you’re not exactly an accounting whiz. For drone operators, this means you can spend less time wrestling with software and more time flying. It handles invoicing, expense tracking, and time tracking really well. You can even snap photos of receipts with your phone and upload them, which is handy when you’re out in the field.

One of its best features for service-based businesses like drone operations is its robust time-tracking capabilities. You can log hours spent on different projects directly within the app, making sure you bill clients accurately for every minute.

Here’s a quick look at what FreshBooks offers:

• Invoicing: Create and send professional invoices quickly. You can even set up recurring invoices for regular clients.
• Expense Tracking: Easily log business expenses, categorize them, and attach receipt images.
• Time Tracking: Track billable hours per project or client, which is great for project-based work.
• Project Management: Keep track of project profitability and see where your time is going.
• Client Management: Store client contact information and project history all in one place.

While FreshBooks is great for many small businesses, it’s worth noting that its inventory management features aren’t as strong as some other options. However, for most drone operators, who primarily deal with services rather than physical goods, this is unlikely to be a major issue. The focus on service-based accounting is really where it shines.

Overall, FreshBooks makes managing your drone business finances feel a lot less like a chore. It’s a solid option if you want something straightforward that gets the job done without a steep learning curve.

5. Skyward

Skyward is a platform that really focuses on managing your drone operations, and that includes keeping track of all your equipment. It’s not exactly a bookkeeping software in the traditional sense, but it helps a lot with the financial side of things by making sure you know exactly what you have and what needs maintenance. This can prevent costly breakdowns and unexpected expenses.

It helps you manage all your drone and equipment maintenance actions. You can get notifications when inspection tasks are due, and it tracks part serial numbers, lifespan, and replacement history. This kind of proactive maintenance is key to avoiding big repair bills down the line.

Skyward also has a personnel dashboard. This is where you can keep tabs on your pilots, making sure they’re up-to-date with their certifications and training. It also lets you store and track important documents for both pilots and the organization itself. If you have a team, this can be a real lifesaver for staying organized.

Here’s a quick look at what Skyward helps you track:

• Drone and equipment maintenance schedules
• Part serial numbers and lifespan
• Pilot currency and document tracking
• Personnel skills and capabilities

While Skyward doesn’t directly handle invoicing or expense tracking like QuickBooks, its strength lies in operational management. By keeping your fleet in top shape and your team compliant, it indirectly saves you money and reduces the risk of financial surprises related to equipment failure or regulatory issues.

6. Verifly

Verifly is an interesting option for drone operators, especially if you’re looking for something that goes beyond just basic bookkeeping. It’s designed to help manage your drone operations, which can indirectly help with your finances by keeping things organized.

Think of it as a tool that helps you keep track of your flights, compliance, and even your equipment. When all that operational data is in order, it makes it much easier to see where your money is going and coming from.

Here’s a quick look at what it offers:

• Flight Logging: Automatically logs flight details, which can be useful for tracking billable hours or project costs.
• Compliance Management: Helps you stay on top of regulations and certifications, avoiding costly fines or downtime.
• Fleet Management: Keeps track of your drones and their maintenance schedules, preventing unexpected repair costs.
• Reporting: Provides insights into your operations, which can translate into financial understanding.

While Verifly isn’t a traditional accounting software like QuickBooks or Xero, its focus on operational efficiency can significantly simplify the bookkeeping process for drone businesses. By organizing your flight data and compliance, you create a clearer picture of your business’s financial health.

Keeping your operational data clean and accessible is half the battle when it comes to managing your business finances. Tools like Verifly help bridge that gap, making the numbers easier to understand.

7. Vev

Vev is a platform that’s really built around helping service businesses, like drone operators, manage their bookings and client interactions. Think of it as a digital assistant for your flight business. It’s not exactly bookkeeping software in the traditional sense, but it handles a lot of the administrative stuff that can bog you down, which indirectly helps with your finances.

One of the main things Vev does is simplify how clients book your services. You can set up your offerings, add descriptions, prices, and even options like duration or preparation time. This makes it super easy for clients to see what you do and book a slot that works for them. It also has features to remind both you and your clients about upcoming appointments, which can cut down on no-shows and make sure you’re getting paid.

Vev also focuses on keeping your client information organized. You can add notes about clients that pop up when you have an appointment with them, so you can pick up right where you left off. It also gives you a daily overview of who you’re supposed to see, making your day-to-day operations smoother.

Here’s a quick look at some of the booking and client management features:

• Client Management: Store client details and add notes for personalized service.
• Appointment Scheduling: Clients can book online, with reminders sent automatically.
• Service Offerings: Define your drone services, set prices, and add details.
• Payment Options: Allow clients to pay in advance or pay a deposit to reduce no-shows.
• Custom Policies: Set clear rules for bookings, cancellations, and refunds.

Vev emphasizes that your client data is yours. They don’t sell or use your information for advertising, which is a nice touch if you’re concerned about privacy. They also provide monthly analytics on your appointments, revenue, and popular services, giving you a snapshot of how your business is performing.

While Vev doesn’t directly handle your accounting like QuickBooks or Xero, its ability to streamline bookings, manage payments, and provide business insights means less manual work for you. This can free up time to focus on flying and growing your business, and it makes tracking your income and expenses a bit easier because everything is organized in one place.

8. Excel Spreadsheet

Look, sometimes the simplest tools are the ones we already have. For drone operators just starting out, or those who don’t have a ton of complex transactions, a good old Excel spreadsheet can actually get the job done. It’s not fancy, and it definitely takes some discipline, but it’s a way to keep track of your income and expenses without shelling out for new software right away.

You can absolutely manage your drone business finances with Excel if you’re organized. It’s all about setting up your sheets correctly from the start. Think about what you need to track: flight hours, client names, invoice numbers, expenses for batteries, software subscriptions, travel costs, and so on. You can create columns for each of these things.

Here’s a basic setup you might consider:

• Income Tracker: Columns for Date, Client Name, Service Provided, Invoice Number, Amount Billed, Amount Received, Payment Date.
• Expense Tracker: Columns for Date, Vendor, Item/Service, Category (e.g., Fuel, Software, Maintenance, Insurance), Amount Paid, Payment Method.
• Mileage Log: Columns for Date, Starting Location, Ending Location, Miles Driven, Purpose (e.g., Client Visit, Supply Run).

Using formulas in Excel can help a lot. You can set up sums to see your total income and expenses for a month or year. Pivot tables can give you quick summaries of spending by category, which is super handy when tax season rolls around. It’s also a good way to see where your money is actually going, which can help you plan better for future construction accounting needs.

While Excel is free if you already have Microsoft Office, it requires a significant amount of manual input. You’ll need to be diligent about entering every transaction and categorizing it correctly. Mistakes can happen easily, and there aren’t built-in checks to catch them like there are in dedicated accounting programs.

If you’re just starting and want to keep costs down, giving Excel a shot makes sense. Just be prepared to put in the time to set it up right and keep it updated. If your business grows and things get more complicated, you’ll probably want to look into more specialized software down the line.

Wrapping It Up

So, we’ve looked at a few ways to keep your drone business finances in order. Whether you’re just starting out or have been flying for a while, getting your bookkeeping sorted is a big deal. It’s not just about taxes, though that’s important. Good records help you see where your money is going, which helps you make smarter choices for your business. Think about what you need – maybe a simple spreadsheet works for now, or perhaps something more advanced like QuickBooks or Xero is a better fit. Don’t forget about specialized tools like DroneLogbook that can help track operations alongside your finances. Whatever you choose, the main thing is to actually do it. Keeping track of your income and expenses will make a huge difference in how smoothly your drone business runs. It’s like having a map for your business journey – you’ll know where you’re going and how you’re getting there.

Frequently Asked Questions

What is bookkeeping software, and why do drone operators need it?

Bookkeeping software is like a digital notebook for your money. It helps you keep track of all the money that comes into your business (income) and all the money that goes out (expenses). For drone operators, this is super important because it helps you see if you’re making a profit, makes tax time easier, and keeps your business organized. Think of it like having a map for your business finances!

How can software like DroneLogbook help with compliance?

DroneLogbook is special because it helps you stay on the right side of the rules. It can create reports that aviation authorities need, like FAA or EASA reports, really fast. This means you have proof of your operations and maintenance, which is a big deal for staying legal and avoiding trouble.

What’s the difference between accounting software like QuickBooks or Xero and specialized drone software?

General accounting software like QuickBooks or Xero is great for tracking all your business money, like a general ledger. Specialized drone software, like DroneLogbook, focuses more on the specific needs of drone pilots, such as flight logs, maintenance schedules, and compliance reports. Many drone operators use both: accounting software for finances and drone software for operations.

Can I use a simple Excel spreadsheet for my drone business finances?

You can start with an Excel spreadsheet, especially if your business is just beginning. It’s a free option! However, as your business grows, spreadsheets can become complicated and prone to errors. Dedicated software offers more features, better organization, and saves you a lot of time in the long run.

What is on-demand insurance, and how does Verifly work?

On-demand insurance, like what Verifly offers, is insurance you can buy for short periods, sometimes even just for an hour. It’s great for drone operators who don’t fly all the time. Verifly lets you get liability coverage quickly, and the price often depends on where you’re flying. It’s a flexible way to protect yourself.

How do booking systems like Vev or FreshBooks help drone pilots manage clients?

Booking systems make it easy for clients to schedule your services online, anytime. They can also handle payments and send reminders automatically. This saves drone pilots a ton of time, makes clients happy because booking is simple, and helps prevent missed appointments. FreshBooks also has strong invoicing and accounting features built-in.