Shared ownership,
without the hassle.
SquadRota runs your flying club, boat syndicate or shared-asset group end to end — bookings, usage, maintenance, compliance, members and full accounting. No spreadsheets, no shared paper diary, no bookkeeper.
No card required · Set up in minutes · Free to start
This month
Club overview
Hours flown
142.6
Income
£8,940
Open defects
3
Utilisation
Upcoming
Built for the clubs that share the things worth sharing
Running a club shouldn't feel like a second job
If this is how it works today, you already know where the evenings go.
Spreadsheets everywhere
Bookings in one sheet, hours in another, money in a third — and nobody's quite sure which is current.
Double-bookings on WhatsApp
“Is the aircraft free Saturday?” times fifty, with conflicts only spotted when two members turn up.
A paper diary & a shoebox
Maintenance scribbled in a logbook and receipts in a shoebox the treasurer dreads each year-end.
One system, end to end
Everything your club needs, in one place
Stop juggling calendars, chat threads and shoeboxes of receipts.
Bookings & scheduling
Book the asset, not an argument
Members reserve aircraft, boats or shared kit online. Availability, conflicts and club rules are handled automatically — no more double-bookings.
- Live availability across every asset
- Conflict and rule checks built in
- Members self-serve from any device
Bookings · this week
7 reservationsMon
Tue
Wed
Thu
Fri
Sat
Sun
Maintenance & compliance
Nothing slips through the cracks
Raise defects (even straight from a usage log), schedule checks, and track every expiry — insurance, ARC, radio licence, life-limited parts — before it bites.
- Defects linked to the bill that fixed them
- Expiries surfaced ahead of time
- A clean, auditable maintenance history
Maintenance & defects
2 openNosewheel shimmy
G-ABCD
50-hour check
G-ABCD
Radio licence renewed
Club
Bilge pump intermittent
Yacht 2
Annual insurance
Club
Members & payments
Get paid without the chasing
A full member directory with stacked roles, plus one-off and recurring charges grouped into VAT invoices with your bank details — and statements members can see for themselves.
- Recurring subs and per-use charges
- VAT invoices with payment instructions
- Members see their own statements
Members & payments
£434.70 billedA. Patel
Landing fees · May
J. Okoro
Monthly subs
S. Reilly
Flying account
M. Devi
Monthly subs
T. Novak
Fuel · May
…and the rest of the toolkit
Bookings & scheduling
Members book aircraft, boats or shared kit online, with availability, conflicts and rules handled for you.
Usage & hours logging
Capture tacho/hobbs or engine hours per trip and bill chargeable time automatically.
Defects & maintenance
Raise defects (even from a usage log), schedule fixes, track quotes and link the bill that paid for them.
Compliance schedule
Insurance, ARC, radio licence, life-limited parts — every expiry tracked and surfaced before it bites.
Members & roles
A full member directory with stacked roles (Treasurer + Maintenance), qualifications and access control.
Invoicing & charges
Raise one-off or recurring member charges, group them into VAT invoices with your bank payment details.
AI document reading
Drop in a supplier invoice, bank statement or certificate — AI reads it, files it and proposes the bookkeeping.
Bank reconciliation
Import statements, auto-match transactions and keep the books straight without the spreadsheet pain.
Reports & VAT
P&L, balance sheet, aged receivables/payables and VAT periods aligned to your financial year.
Fair by design
Meter the usage, split the cost fairly
Every shared asset has its clock. Log the hours and SquadRota turns them into the right charge for each member — automatically, with no spreadsheet arithmetic and no arguments about who owes what.
Hobbs & tach hours
The flying world's usage clock — read straight into the bill.
Engine hours at the helm
Boats meter their hours too; capture them per trip.
The ride log, replaced
Swap the stable whiteboard for a tally that bills itself.
Full accounting, built in
No bookkeeping software. No bookkeeper.
SquadRota keeps your club's books end to end — so everything lives in one place and you save the cost of separate accounting software and the hours of manual reconciling.
AI built in
Let the paperwork read itself
- Supplier invoices: supplier, lines, VAT and bank details extracted and coded automatically.
- Bank statements: transactions parsed and matched for reconciliation.
- Certificates: insurance, ARC and VAT registration captured into the right records.
- An in-app assistant to answer ‘how do I…?’ questions as you work.
Insight, not just admin
Know your club inside out
Reporting across the whole operation — not just the money.
Asset usage
Hours and utilisation per aircraft, boat or asset over any period.
Fuel usage
Track fuel burn and costs alongside hours flown or sailed.
Member utilisation
See who's flying, who's idle, and how usage is spread across the membership.
Currency tracking
Monitor pilot/member currency and recency against your club's rules.
Bookings & demand
Spot peak demand and under-used assets to plan the fleet.
…and much more
Defects, compliance, income and spend — all reportable and exportable.
Up and running in three steps
Sign up & set up
Create your club and answer a short guided setup — we tailor the system to how you operate.
Add assets & members
Add your aircraft, boats or kit and invite members. Registration look-ups fill in the details.
Run the club
Take bookings, log usage, track maintenance and bill members — with AI handling the paperwork.
For the things worth sharing
The joy of the asset, minus the admin. That's the whole idea — whatever you share.
Flying
Boating
Equestrian
SailingFlying clubs
Group-owned aircraft, syndicates and training fleets.
Boat & sailing clubs
Syndicates and shared vessels with survey & safety gear.
Equestrian yards
Shared horses, stables and riding strings to book and bill.
Membership groups
Any club sharing assets that need booking and upkeep.
Frequently asked questions
What is SquadRota?+
SquadRota is web-based management software for shared-asset clubs — flying clubs, boat syndicates and other groups that share expensive equipment. It handles bookings, usage logging, maintenance and defects, compliance, members and full club accounting in one place.
Who is SquadRota for?+
Flying clubs and group-owned aircraft, boat syndicates and sailing clubs, and any membership group sharing assets that need booking, maintenance tracking, compliance and billing.
Do I still need separate bookkeeping software or a bookkeeper?+
No. SquadRota includes full double-entry accounting — it keeps the ledger as you raise charges, pay bills and reconcile the bank, with AI reading your invoices and statements. There's no need for a separate bookkeeping package or a bookkeeper, which saves time and money.
Can SquadRota produce year-end accounts?+
Yes. It produces a year-end accounts pack you can send straight to your accountant, or file directly — alongside P&L, balance sheet, trial balance and VAT figures.
What can it report on?+
Asset usage and utilisation, fuel usage, member utilisation, pilot/member currency, bookings demand, defects and compliance, plus full financial reports — all exportable.
Does SquadRota handle VAT and invoicing?+
Yes. It supports VAT-registered clubs with configurable VAT rates and quarter periods, raises member invoices (including recurring schedules) with your VAT number and bank payment instructions, and posts the bookkeeping automatically.
Can it read supplier invoices and bank statements automatically?+
Yes. SquadRota uses AI to read uploaded PDFs — supplier invoices, bank statements, insurance and registration certificates — extracting suppliers, amounts, dates and account details, and proposing the entries for you to confirm.
Do members need an account?+
Members can be invited to log in to book assets, log usage, see their statements and pay, with role-based permissions controlling what each person can do.
How do I get started?+
Sign up free, tell us a little about your club in a short guided setup, and you can start adding assets and members straight away.
Ready to run your club the easy way?
Everything in one place. Free to start. Set up in minutes.