Log fuel and receipts

Every flight records the fuel on board at the start and at the end. Fuel you add goes in the Logbook as a Fuel purchase, so the dashboard knows how much is in the tanks and what a gallon of it cost.

Fueled right before you flew

You don’t have to log it separately. Enter the starting fuel the gauges show when you start or log the flight. If that’s more than 5 gallons above what RampMates expected, it adds a Fuel purchase to the Logbook for the difference.

That entry only knows the gallons and the date. To add the price and the receipt:

1. Open Logbook and find the Fuel purchase right below your flight.
2. Press its ⋯ menu, then Edit fuel purchase.
3. If you have a photo of the receipt, add it first: under Receipt photos, press + and pick or take the photo. RampMates reads it straight away and fills in what it can.
4. Check or fill in Date fueled, Gallons, Price per gallon ($), Total price ($), Airport, Payment method and Notes. The total works itself out from gallons times price. Change it by hand to add fees.
5. Press Save.

Fueled between flights: Add fuel

If you fuel the aircraft and don’t fly, log it now with Add fuel, so the next pilot sees the right amount on board.

1. Press Add fuel on the dashboard. On a phone, Add fuel is also in More.
2. Choose how to enter it:
   • Enter details manually: type the Gallons, and if you know them the Price per gallon, Total price, Date fueled, Airport, Payment method and Notes. Then press Log fueling.
   • Upload a receipt or pump photo: press Choose a photo and pick or take one. RampMates reads the numbers off it and saves the entry. Press Done.

What a photo fills in

From a receipt or a pump display, RampMates reads the gallons, the price per gallon, the total and the date. It also looks for two more things:

• The card’s last four digits. If exactly one of the hangar’s fuel payment methods ends in those digits, it’s set as the Payment method.
• The airport. If what’s printed matches exactly one airport, that airport is filled in.

Numbers read from a photo carry an AI-extracted — double-check tag. Open the entry with Edit fuel purchase, compare it with the photo, and press Save. The tag then reads AI-extracted · verified.

The photo is kept even when nothing on it could be read. If the gallons couldn’t be read, RampMates says so. Open the entry from the Logbook and fill them in, with the photo right there.

Note

Adding a photo to an entry that already exists reads that photo too. It can change the numbers, and it sets the tag back to AI-extracted — double-check. Anything you typed into the form but hadn’t saved yet can be lost, so add the photo before you type.

The price per gallon on a flight

When you close or log a flight, the Price per gallon has two settings:

• From purchase (the default) is the average price of the fuel in the tank. RampMates works it out from the fuel purchases logged for the aircraft, weighted by how much of each is still in the tank. A purchase with only a total counts at the total divided by the gallons. One with no price at all counts at the Default price · $/gal in the aircraft’s settings.
• Manual is a price you type yourself.

If RampMates has no price to go on, the field says No history. Switch to Manual and enter a price.

Whether the price changes what the flight costs depends on how the aircraft is priced. See what a flight costs. Once a flight is logged, only an admin can change its fuel price.

If something goes wrong

• “start_fuel_gallons (…) is more than 5 gal below the current known fuel level (…)”. RampMates expected more fuel on board than you entered. A little lower is fine, because gauges are rough. A bigger drop looks like a typo. Check the reading. If the last flight’s ending fuel was entered wrong, have it corrected.
• “end_fuel_gallons (…) can’t be greater than start_fuel_gallons (…)” when you close a flight. You entered more fuel at the end than at the start. Log a flight shows only “Request failed with 422” for the same mistake. If you fueled partway through a trip, log each leg as its own flight.
• A fuel purchase with the wrong numbers. Fix it with Edit fuel purchase. A fuel purchase can’t be deleted.