Flight Department Setup
Accounts, Subscriptions, and Tools For Part 91 Operations
Summary
4/22/2026. Read time: 15 min.
Arranging accounts, subscriptions, and communication tools for a flight department is complex. Aircraft type, mission, and department size greatly influence structure. This guide covers all the categories to consider, along with options. As complexity grows, building an integrated ecosystem of services becomes key.
There is no single solution to manage all aspects of a Part 91 flight department; rather, a buffet of service options to sort through that can overlap in function. Also, very few flight departments are a blank slate. Most must integrate with their company's existing systems and culture in a unique way. Lastly, simplicity is an underrated virtue. The solutions aim for the highest efficiency and usability.
Establishing the flight department begins during the acquisition process. Certain arrangements must be completed before closing, while others can only be finalized after ownership transfer.
Scheduling, Authorizations, Regulations, Finance, Fuel, Flight Operations, Training, Maintenance, Hangar, Safety, Privacy, Subscriptions
For the curated, no-fluff, checklist version, you can download a flight department checklist here to set up or audit your operation. Turboprop, Light Jet, and Heavy Jet versions are available.
Details
Scheduling
Hiroshi Mikitani's Rule of 3 and 10 - "Every time a company triples in size, everything breaks."
Scheduling is a good place to start because it is really about communication and information. It is more than just when and where the aircraft is going. It interfaces with maintenance, finance, training, and safety.
Scheduling is a large term that can mean different things depending on the flight department. What works for a single-person flight operation will not scale to a 30-person team. The break points occur when you move from a one-person show (1), to a two-person crew with a mechanic (3), to adding levels of management and schedulers/dispatchers (10), to having multiple persons doing the same job at different times independently (30).
Since a flight department can rapidly progress in complexity, it is prudent to stay ahead of the curve. A one-person or two-crew operation can do things however they want, and could be as simple as email, spreadsheets, and a shared calendar.
Adding an additional role, such as a maintenance professional, is the first strain on the system. The temptation will be to have the pilots handle flight ops as they see fit, and to have the mechanic set up their own system. However, if you incorporate a structure that can handle multiple roles from the beginning, it can avoid piecemealing a flight department together as it grows.
Consider using a dedicated scheduling software solution. One that doesn’t overcomplicate things, has up-to-date tech, and integrates well with other programs. Side note, I personally developed my own in-house scheduling program for my own use. Scheduling was the most challenging part to build, as it ties everything together.
NOTAM: Whatever you choose will be very difficult to transition away from in the future. Scheduling software is deeply embedded in the core of your flight department. People will want to stick to what they know rather than change to something new.
Another NOTAM: aviation is a niche market with relatively small budgets for software programs, which sometimes overcater to their small client base, resulting in feature bloat and a clunky user experience. There is also a heavy Part 135 charter influence within most providers that is unnecessary for Part 91 ops.
Most scheduling platforms offer APIs so your scheduler, maintenance tracker, and flight planner can communicate automatically. This capability can perform tasks such as project upcoming maintenance, automatically create flight plans and notify crew, tie crew bookings into the system, and generate reports for accounting, journey logs, and emissions.
Foreflight lists 20 scheduling options here. When selecting a scheduling vendor, consider narrowing your options by the vendor's country of origin. This matters not only for data privacy and compliance with local laws, but also because country-specific software is often designed to address aviation operational needs unique to your region.
That list of 20 becomes six for US-based operators:
Portside (Avianis/ BART/ FOS/ PFM/ nuvolops)
Authorizations
As soon as the aircraft closes, you can submit authorization applications. When prepared in advance, what once took weeks can be completed in a couple of days. The authorizations you need depend on your mission.
FAA LOAs
Pressurized turbines have two core authorizations: MEL and RVSM. No turbine aircraft can legally fly with inoperative equipment unless it has an approved MEL. You have two options: D095 MMEL and D195 MEL. Similarly, RVSM has two options: a self-certified RVSM or a full B046 RVSM LOA. Domestic-only operators can use a D095 MEL and self-certify RVSM. International operators need a D195 MEL and a B046 RVSM LOA. Full details on MELs are here, and for RVSM here.
Beyond the core LOAs, there are other options broadly categorized as enroute and airport LOAs. The enroute LOAs are necessary for oceanic ops, and the airport/approach LOAs are optional.
Enroute LOAs:
A056 Data Link Communication (Oceanic Ops, not required for Domestic CPDLC)
B036 RNP 2/4/10 Operations (Oceanic Ops)
B039 North Atlantic High Level Airspace (Oceanic Ops)
C063 RNAV and RNP Terminal Ops (RNAV 1 & RNP 1 SIDs and STARs, international)
Airport LOAs:
C048 Enhanced Flight Vision System (EFVS) (EFVS to 100 ft above touchdown, US only)
C052 Approach Procedures with Vertical Guidance (LNAV/VNAV and LPV approaches to DA, international ops)
C073 Using MDA as DA (US only)
C078 Low Visibility Takeoff in Foreign Countries (International)
The quickest way to obtain LOAs is through the FAA LOA Streamlined Approval process, which streamlined the nine most common LOAs (the above - C078). Since most aircraft come from the manufacturer capable of most of the LOAs, you no longer have to prove the capabilities. An AFM statement will suffice.
An LOA isn’t just about an aircraft. The FAA is also ensuring that the operator understands the proper procedures and that crews are being trained. Along with the AFM statement, you sign up for a pre-approved operational manual from a short list of providers and share your training certificates from pre-approved training programs. Produce all three, and you’re rubberstamped, ready to go.
Approved Training providers:
Approved Procedure (Manual) providers:
A fuller write-up on LOAs is forthcoming. For now, details on MELs are here, and for RVSM here.
Domestic CPDLC
No LOA is required to conduct CPDLC operations domestically if you are equipped. Domestic CPDLC allows you to send and receive text messages to ATC while enroute. There are hoops to jump through, a full write-up here.
ACARS
More text message capability. No setup required, as long as you have the equipment. For an overview of Datalink in all its kinds, see here.
SELCAL
SELCAL supports HF radio communications in oceanic airspace. If equipped, ATC can ping your aircraft when they need to reach you on HF via SELCAL, so you don’t have to listen to HF static the whole time. Before using, register for your SELCAL 4-digit code and pay the registration fee.
KTEB
All roads lead to Teterboro. If you fly a jet, you will need to register for permission to operate for noise purposes. You might as well take care of it ahead of time.
The TEB Flight Crew Handbook details the responsibilities and expectations of operators, including max noise standards and a voluntary nighttime operation restriction. Register here.
Safety
SMS
A Safety Management System is a quasi-authorization. ICAO recommends that operators with MGTW over 12,500lb have an SMS in place. Since many countries adopt ICAO recommendations as regulations, you should get one for operations with 12,500 lbs or more. More information here. Many options exist if you want to outsource the project:
NOAA
Upon closing, the aircraft ELT needs to be re-registered to the new aircraft owner's information and updated every 2 years with the US National Oceanic and Atmospheric Administration. Information includes your emergency contacts, which is the start of a very basic Emergency Response Plan (ERP).
An SMS is the foundation of a safety program. Further advancing a safety culture includes developing or outsourcing an operations manual (see LOA manual vendors above), an Emergency Response Plan, an ASAP program (Air Charter Safety Foundation), and a FOQA program (aircraft-specific). With all these components in place, you have everything you need for an IS-BAO accreditation if you choose to pursue one.
Privacy
You can block public aircraft tracking via the FAA. There are several levels of privacy available: CARES, LADD, and PIA. Two levels require a corresponding FlightAware subscription. Full details on privacy are available here.
Finance
Prior to closing, you will have set up your legal structure for the flight department and arranged for insurance coverage. Your structure is a function of taxes and is highly individualized. Direct ownership or a dry-lease setup are the most common solutions. Professional help is advised, and more info is available here.
If you are looking for an insurance option, try Wings Insurance. Here is their 2026 insurance market update:
“As we head into the end of 1Q2026, the topic with the most buzz surrounding aviation insurance is the term “softening” marketplace. I’m sure some of you are seeing signs of this—especially if you’re currently insuring aircraft through an aviation insurance broker.
“Why is the aviation insurance market showing signs of softening? One indication is that there is additional capacity, which means more underwriting companies who have entered the aviation space here in the USA – namely in the last 12-18 months time.
“Case in point, in the past year, we’ve seen 3-4 new underwriting company entrants. Some of these new insurers were existing insurance carriers for other lines of property/casualty coverages. And now they’re expanding their product offerings to include aviation insurance. (Namely aircraft hull and liability coverages, and aviation general liability coverage).
“Within the past 18 months, interestingly, we’ve seen new additions in hull and liability carriers. Two of these insurers—Mach 2 and Eiger—are entirely new aviation underwriting companies. The other two—Rokstone and Beacon Aviation—are existing property/casualty insurers that have recently expanded into offering aviation product lines.
“The additional market capacity is softening the premiums for certain classes of business. Namely those that are owner/flown, lower-to-mid-value turbine and some lighter piston aircraft classes. Professionally flown class is also seeing softening rates as well.
“As with all aviation insurance, it is never a ‘one-size-fits-all’ type of business. So, while some policies are currently seeing softening rates, others are seeing flat premiums or even lingering, smaller, single-digit increases.
“The new insurers in the space have almost immediately impacted the $5M and below hull value aircraft. Not to mention, they’ve affected the $5M and below liability limit landscape. They’re doing this by providing more underwriting options for consumers, depending on pilot experience and asset values insured. From a consumer’s perspective, the current and future insurance path looks particularly favorable for the remainder of 2026, compared to the years 2019-2024.”
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Tom Hauge is a 20+ year aviation insurance industry veteran currently serving as National Sales Director for Wings Insurance. A 1992 graduate of the prestigious UND Aerospace aviation program. Wings Insurance is one of the largest privately held aviation insurance brokerages in North America who offers a ‘boutique’ customer experience but leveraging large brokerage house clout in the market.
Payment / Credit Cards
Payment solutions abound for flight departments. This could be as simple as a company-issued credit card for crew members and the aircraft. Other aviation-specific cards emerged from contract fuel providers (AvCard, ProCard, Multi-Serve). Since you have to present a contract fuel card at the point of purchase, a logical add-on service is to offer credit cards for other aircraft-related purchases.
A standalone aviation solution is V1 Fintech. They have built a solution specific to flight departments (virtual cards, hard cards, temporary cards, set limits, full software integrations, etc.)
Fuel
Contract fuel is the code word for discount fuel. Not all discount fuel programs are contract fuel programs. You can go as deep into the weeds as you wish. There are about 16 different ones by my count.
Contract Fuel
World Kinect (WFS/ UVAir/ EPIC Fuels)
Fuel Brokers
Fuel Memberships/ Loyalty Programs
The best option is to set up your own fuel farm if your volume is sufficient and you don’t mind the added hassle and responsibility. A full breakdown of fuel options is available here.
Training
During the Great Reshuffle post-COVID, initial aircraft type and recurrent training event slots required advanced planning. It has settled down a bit depending on the type. If you cannot book well in advance, you may have luck scooping up a cancellation.
Other training events include aircraft technician training, cabin attendant training, emergency medical/CPR training, upset recovery training, evacuation training, fuel farm management, firefighting, HAZMAT, airport access, pilot enrichment courses (Flight Safety Go/No-Go and similar), SMS/ERP/SOP training, and required training to pair with your LOAs: International operations, RVSM, MEL, CPDLC, and RNAV/RNP (see above LOA training providers).
Flight Planning
Another core subscription for your flight department is flight planning. All can plan flights, but another consideration is what and how this software integrates with the rest of your system.
Foreflight is a major player across types. It handles flight planning, runway analysis, fuel management, scheduling integrations, tracking, call signs, international handler integrations, and more. It is the top choice for most - especially those running multiple avionics platforms internationally.
But it’s not the only viable option. ARINC is the Rockwell ecosystem. Garmin - Garmin. And fltplan.com (now owned by Garmin) has its own cost-conscious, call-sign, tracking, and built-in SMS niche.
Navigation Data
Aircraft databases are subscription services provided by the avionics provider. Include having a means of updating at home base and on the road. This includes navigation data, terrain, and Jeppesen charts if your aircraft displays charts in the avionics. Once subscribed, you can link your Jepp charts to your flight planning software.
Charts
Jeppesen is your one-stop shop for worldwide charts. A light, domestic-only operation could forgo with FAA government chart access.
Beyond the borders, Jeppesen has your charts and airway manuals, which are the master compilation of ICAO procedures and AIPs (Aeronautical Information Publications) around the globe.
Runway Analysis
Part 135 operations are required to conduct runway analysis. It’s more than takeoff and landing distances; it is a pre-built escape procedure in the event of a single-engine failure on takeoff. That extra redundancy you paid for is useless unless you can clear obstacles with the remaining engine. Which is why Part 91 ops should consider adopting the practice too.
Only two options: Foreflight Runway Analysis and Aircraft Performance Group (APG). APG data does integrate into fltplan.com
Maintenance Tracking
The third core software solution is closely tied to scheduling and shares many similarities with it. First, there are many maintenance-tracking options; some are built for commercial operators and maintenance shops. Secondly, they vary in level of integration and features vs. simplicity. Thirdly, they tie into a suite of other functions inside and/or outside their own ecosystem. Lastly, whatever you choose will be difficult to pivot away from in the future.
A light turboprop operation could get by with spreadsheets and digital copies of the maintenance logbook. Moving up a step, since maintenance and scheduling are so closely linked, scheduling platforms such as Airplane Manager or MyAir Ops’ built-in features may suffice.
The standard for jet operations with dedicated maintenance personnel includes standalone maintenance tracking solutions:
CMP (Gulfstream-specific version of CAMP)
Just because it’s standalone doesn’t mean it shouldn’t integrate with your ecosystem. And most can integrate into scheduling software. Going with the OEM's suggestions is a good starting point. Running multiple aircraft types and other existing programs may steer your decision.
Engine Programs
Smoothing the cash flow of engine expenses is standard with two engines. Engine programs pre-pay on a per-hour basis for engine inspections and overhauls. You can either use the engine manufacturer’s program or a third-party program.
There are not many OEMs in the business aviation space: Pratt & Whitney, GE, Honeywell, Rolls-Royce, and Safran. JSSI is the standalone third-party option. Things to consider: buying used may mean sticking with the existing program. Operating multiple types of engines, running Traxxall (JSSI owned), or for specific contract differences may direct you to JSSI.
Ground support equipment
Speaking of maintenance, don’t forget the necessary ground equipment to keep you running. GPUs, common spare parts, jacks, type-specific equipment, tooling, detailing equipment, spill kits, international-orange garbage bags (per ICAO standards), aircraft stock, etc.
Hangar
You’ll need a place to put it all. Hangar access via renting or owning is an early consideration in the acquisition process, up there with legal setup, financing, training, and insurance. Get in early at your home base and expect more hangar and ramp infrastructure limitations on the road.
Aircraft size is trending larger, straining existing space with limited options for expansion. Prediction: Pre-arrival FBO parking reservations will become more common in the future.
Internet
Ground-based antennas pointed skyward previously provided the best airborne internet experience, but were limited to domestic operations (Go-Go). Satellite options provide oceanic access but have limited internet speeds (Go-Go, ViaSat). Starlink exploded onto the scene with true satellite-based high-speed internet, but it has country-specific restrictions.
Unless you have operations in restricted countries, Starlink is a leading choice.
Logistics
Efficiently booking and communicating crews’ airlines, hotels, and ground transportation becomes critical as the department grows. Company policy may dictate processes, but if you have a blank slate, Flight Bridge is a good option.
The free version offers discounted bookings, and upgrading to the paid version integrates bookings with some scheduling platforms. Similar to contract fuel providers, they extend their payment services to virtual credit cards.
International
There are nuggets of international requirements sprinkled throughout the above list. Here are a few more enhancements or standalone considerations for international ops. For a full international operations course, check out the International side of the site. Below is a quick rundown of considerations with links to more info.
Aircraft
Don’t forget a Radio Station License for the aircraft and pilots. More info here.
Internationally operating aircraft need a Noise Certificate, a Journey Log, and a letter from the company authorizing operations.
Flying over the ocean and into Arctic regions requires more safety equipment, much more for a single-engine aircraft. Add a CBP customs sticker (renewed annually), and if coming up from the South, consider acquiring an overflight exemption. Full breakdown here.
Flight planning
Upgrade your trip planning software to support advanced Oceanic (plotting) and European operations. For example, Foreflight Dispatch with Active NavLog. Other paperless plotting solutions include Scott Plot and ARINC.
International Trip Support
Trip support providers handle the logistics details and have local connections. Unless you are a seasoned traveler to familiar destinations, trip support teams help with the ever-changing landscape of international travel. Consider: UAS, Jeppesen, Universal.
Crew Badge
Crew badges are verified crew I.Ds. that can expedite security processing in some locations. IBAC can produce badges for your corporate flight department. More info here.
Training
International Operations courses are highly recommended. There is a large gap between FAA pilot licensing training for US domestic airspace and the international landscape.
A read-through of the International Articles is your free version. For more depth, nuance, and a training completion certificate (required for LOAs), consider one of the LOA-approved training providers (listed above).
Europe
If equipped with ATN CPDLC (VHF version), registration with the EU is required, similar to Domestic CPDLC registration, but like everything in Europe, it's a way more complicated process.
EU-LISA is scheduled to roll out in April 2026. Most Part 91 operations are exempt. Part 91 aircraft management companies need to comply.
Aircraft 75,000 MTOW and up need to complete an emissions registration.
Speaking of emissions, more and more ICAO countries are signing onto required emissions tracking and environmental credit offsets (CORSIA/EU ETS). Several vendors can help with the reporting, such as Shockwave, Jeppesen, or Universal. Unless you have a fleet conducting heavy international operations, you will not reach the thresholds required to start purchasing credits.
Other
Small flight departments often lack a dedicated security or medical team. Outsourcing the safety and international security is an option through Medaire or AirCare International.
Staying up to date on the aviation industry and current events is critical. The two go-to resources are NBAA and Ops Group.
Aviate
Check out Downloads to get a flight department setup checklist for your operation.
See an example of how to bring it all together, along with a short list of vendors, here.
Build or audit your flight department.
