The Problem
Before working with us, FFTC was running on a chaotic mix of paper flight logs, a bookkeeping system that didn't talk to anything else, and no real way to track leads or payments in one place. Leads written on scraps of paper got forgotten, because there was no central place to capture them.
Flight tracking and scheduling were done by hand, which created real safety monitoring gaps, not just inconvenience. Every hour spent chasing down a missing log or reconciling numbers by hand was an hour Matt's team wasn't spending on students.
The school was growing, but the systems underneath it weren't built to grow with it, and the risk of something slipping through the cracks got a little higher every month.
The Solution
We replaced the manual systems with a connected digital operation built around three layers working together. On the financial side, we moved the school onto QuickBooks Online with a Stripe-powered point-of-sale system, and built a custom AI bookkeeping agent that manages the flow of transactions automatically, flagging only the anomalies that actually need a human to look at them.
On the flight side, we integrated live GPS tracking directly with the flight schedule, so the system knows where every aircraft is in real time, communicates with pilots, and automatically flags staff the moment an aircraft is overdue. Leads that used to get lost on paper now flow into a digital capture system the moment they come in, so nothing sits forgotten in a drawer.
The result is a school that runs on real-time information instead of guesswork, with staff spending their time on students instead of paperwork.
Beyond the systems themselves, Robert also manages FFTC's Meta and Google ad accounts on the technical side, handling campaign and ad set structure, conversion tracking, and the data flow that keeps ad performance measurable.
The Tech Stack
FFTC doesn't use a generic chatbot. They have VECTOR, an AI agent built and trained exclusively on FFTC's own data.
Smart Bookkeeping
(in progress)
QB Online + Aviatize + Vector
An AI agent is being rolled out to reconcile transactions between Aviatize and QuickBooks automatically, flagging only real discrepancies instead of manual line-by-line checks.
Live Flight Tracking & Safety Alerts
Spidertracks GPS + Aviatize + Twilio + Vector
Every aircraft's GPS position is checked against the day's schedule in real time. If a flight runs overdue, staff are texted immediately, no manual monitoring required.
Digital Lead Capture
(in progress)
Zoho CRM + Vector
New inquiries are moving from paper intake sheets into Zoho CRM, with VECTOR able to answer questions about leads on demand.
VECTOR, the AI Flight Operations Assistant
Google Gemini
Staff and students ask VECTOR directly for schedules, account balances, and aircraft status, a real conversational interface, not a static dashboard.
Real-Time Weather Briefings
Aviationweather + Vector
Pilots and instructors get current METARs, TAFs, and airport conditions on request, no separate weather app required.
Fleet Maintenance Visibility
Aviatize + Vector
Staff check any aircraft's airworthiness, open squawks, or inspection status instantly instead of digging through paperwork.
The Results
Real-time systems with real returns.
~$250,000
Annual return delivered back to the business every year
One connected system
Every software platform working together, not against each other
Redundant work
Eliminated so the team can spend time with customers, not with repetivie tasks
25 - 30% return
On every dollar spent on Meta and Google ads