by Karin F Rosser
Time-saving bookkeeping tips for CFIs, DPEs and busy aviation professionals who’d rather be flying
Let’s face it—no one becomes a flight instructor or designated pilot examiner because they love reconciling bank statements. Bookkeeping tends to land somewhere between “not fun” and “never getting done.” But here’s the good news: today’s tech makes it surprisingly easy to keep your books accurate and off your to-do list.
Here are a few of my favorite time-saving strategies to help you stay on top of your financials—without spending your precious downtime buried in receipts.
Automate What You Can (Seriously-Most of it Can Be Automated)
Syncing your bank accounts to Xero (or QBO) means transactions pull in automatically—no more manual data entry. From there, use Bank Rules to auto-code frequent expenses (like fuel stops, subscription software, or that airport café where you live).
Set up recurring invoices or bills for fixed monthly items like hangar rent or instructor payments. And if you use Stripe for student payments or checkride fees, it connects beautifully to Xero and auto-matches deposits.
Ditch the Paper Trail with Hubdoc or the Xero App
Snap a photo of your fuel receipt or your oil filter order using Hubdoc or the Xero mobile app. The receipt gets attached to the transaction and is safely stored in the cloud—right where your accountant (or future-you) needs it.
This is a huge time-saver at tax time—and helps ensure you never miss a deductible expense.
Track Your Time Without Losing It
If you’re still jotting down hours on a sticky note, it’s time to upgrade. Harvest App lets you track time from your phone or browser, organize it by student or checkride, and generate clean summaries for billing. Even better—it integrates with Xero for seamless invoicing.
Use Trello to Keep Your Tasks and Recurring Work Organized
Whether you’re managing multiple students, upcoming DPE checkrides, or just trying to keep tabs on office tasks, Trello is a visual task manager that makes it easy to stay focused. Use it to set a recurring reminder to reconcile your accounts every Friday, or to standardize your training tasks and checklists.
Create a Simple Weekly Bookkeeping Routine
Don’t wait until tax season. Set aside just 30 minutes per week to:
– Review uncategorized transactions in Xero
– Check unpaid invoices
– Reconcile your bank and credit card accounts
– Snap any lingering receipts
Make it a Friday afternoon task (when your brain’s already done for the week) and enjoy the peace of mind.
Outsource the Parts You Hate
If you’re still sorting through last quarter’s receipts and not sure how to get started—just stop. I can set up your Xero account correctly, automate 90% of your books, and show you how to manage the rest in under an hour a month.
Want even less on your plate? I can run your books for you—accurate, compliant, and tax-prep ready.
Your Tools, Streamlined:
Here’s my preferred tech stack for aviation professionals like you:
– Xero – automatic bookkeeping that doesn’t feel like bookkeeping
– Hubdoc / Xero App – for snapping and storing receipts on the fly
– Stripe – for student payments that integrate cleanly
– Harvest App – for time tracking and clean invoicing
– Trello – for managing the moving parts of your business
– Bank Rules in Xero – your secret weapon for auto-categorizing transactions
Want more time in the sky and less time behind a desk?
I’m offering discounted pricing on Xero subscriptions and free setup advice this month for CFIs and DPEs.
Contact me here to get started. I’ll help you clean up your current system, automate the boring stuff, and set you up for a stress-free year.
