Everything you need to know about RoadLife
RoadLife is an iOS app that automates travel expense tracking and reporting for corporate pilots. Enter your tail number and the app handles the rest — detecting flights, matching expenses, scanning receipts, and generating Concur reports. No more spreadsheets or manual data entry.
RoadLife is built specifically for corporate pilots who fly on rotation schedules (7&7, 8&6, or custom). It's designed around the unique workflow of pilots who need to track hotel stays, rental cars, rideshares, tolls, meals, fuel tips, and other travel costs across multi-day tours.
Setup takes about two minutes. The onboarding flow walks you through:
After setup, enter your tail number on the dashboard and you're ready to go.
RoadLife is available for iPhone running iOS 17.0 or later. Face ID-capable devices are recommended for the app lock feature but not required.
RoadLife works for pilots at any corporate aviation operation. If your company uses SAP Concur for expense reporting, you'll get the full end-to-end automation. Even without Concur, the app is valuable for flight tracking, expense organization, receipt scanning, and data export.
When you register your tail number, RoadLife watches the FAA's live flight-data feed for activity on that aircraft. When a flight plan is filed or an arrival is recorded, the app automatically creates a flight record and notifies you. You can confirm or reject any flight with a single tap.
No. Flight monitoring is tied to your rotation schedule. On off-duty days, no flight data is requested and no costs are incurred. Even if you leave a tail number entered, the system only monitors for flights on your working days.
The dashboard is your personal dispatcher board. It shows every leg of your day with real-time METAR and TAF weather color-coded by flight category (VFR, MVFR, IFR, LIFR), ATC delays, schedule deviation, and a preview of tomorrow's flights. Everything you'd normally piece together from multiple apps, consolidated into one view that updates automatically.
Flights are detected automatically on your duty days and grouped into tours. If a flight is missing, pull down to refresh on the Logbook and it'll be pulled in.
RoadLife uses your flight dates to define tour windows. Expenses from your corporate card feed and your scanned receipts are automatically categorized by type (hotel, rental car, rideshare, toll, meal, tips, etc.) and matched to the correct tour.
Tap the "+" button on the Expenses tab to scan receipts from your photo library. Select one or more photos and the app uses AI to automatically extract the merchant name, date, amount, and expense type. You review the extracted data, make any corrections, and confirm. The receipt photo is attached to the expense for Concur submission.
Automatic email import of hotel and rental booking confirmations from Gmail is on the roadmap and not enabled in the current version. For now, add a hotel folio or rental contract in seconds with a receipt scan — the app reads the dates, rate, and total for you.
Cash tips are tracked per-flight — fuel, lav, trash, PAX baggage, de-ice, shuttle, and more. Tap the amount for each flight and the app creates the corresponding expense entries, included automatically in your Concur report.
Everything is shown in US dollars. If you fly internationally, foreign charges — like a hotel in Mexico billed in pesos — are automatically converted to USD using the exchange rate from your card in Concur. You always see the real dollar amount, never the foreign number, and your app total matches the Concur report total.
Card charges and their receipts aren't instant. When you pay with your corporate card, it takes about 1 to 3 days for the charge to settle and post into Concur — and the receipt auto-downloads along with it. RoadLife gives every charge a 3-day grace period before flagging anything as "missing," so you're never nagged about a charge or receipt that's still on its way. If it still hasn't shown up after 3 days, the row gets an orange flag so you can add it or look into it.
When a hotel charge lands on your card but RoadLife can't find a matching booking email, it flags the stay as a possible "No-Show" so you can confirm or correct it. Open the hotel to confirm you stayed, or leave it as a no-show — nothing is sent to Concur until you decide.
When a build finishes but something's still outstanding, RoadLife opens a plain-English "Needs You" list automatically — no silent "all done." Items are split into two groups: Concur (things Concur flagged, like a missing city code — fix in the app, then rebuild) and App (usually a missing receipt, a card-amount mismatch, or a charge RoadLife wasn't sure about). Handle each item, tap Build Report again, and the list clears as things resolve. Nothing is filed to Concur until it's clean and you submit.
RoadLife can create and populate expense reports directly in SAP Concur. After your tour expenses are organized, tap "Build Report" to generate it in Concur. The app sets expense types, cities, amounts, dates, and attaches receipt images. You then review the report in Concur and submit it for approval.
Concur integration is optional. If your company uses SAP Concur for expense reporting, entering your Concur credentials in Settings enables automated report creation. If you don't use Concur, the app still tracks all your expenses and you can export them as CSV or Google Sheet.
Yes. Your Concur username and password are encrypted at rest using industry-standard encryption. They are only used to establish a session when needed. The credentials are protected behind Face ID in the Settings screen, and you can update or delete them at any time.
You just landed at an airport you've never been to, or you're stuck at a hotel in a town you don't know. Local Spots answers the question every pilot asks: "What's around here?"
The dashboard shows everything nearby — restaurants, coffee, bars, grocery, gym, trails, golf, and more — organized by category with distance and estimated travel time. Toggle between Walk and Drive to see what's within reach on foot versus by car. Local weather is shown at the top so you know if it's a walking kind of night or a rideshare situation.
Every place in Local Spots has a thumbs-up button. When you find a great spot, tap the thumbs-up and your recommendation is shared with every RoadLife pilot. The next pilot who overnights in the same area sees how many pilots recommended each place. It's pilot-to-pilot knowledge sharing — the kind of tips that used to only get passed around in crew rooms and group texts.
During onboarding (or in Settings), select your rotation pattern — 7&7, 8&6, or custom. Set your start day and the app fills your calendar through the end of the year. You can also tap individual dates in the Calendar tab to toggle duty days on or off for exceptions or schedule swaps. Mark vacation in Settings → Schedule & Vacation.
Yes. All sensitive data — credentials, email tokens, and session data — is encrypted at rest. All communication uses HTTPS with certificate pinning. Face ID provides an optional app lock with a five-minute grace period. We use Apple/Google for sign-in and Sentry for crash reporting; beyond those, your data is never sold or shared with advertisers or third parties.
Location is used only to verify you were at the airport when a flight departed or arrived. It uses efficient geofencing that consumes virtually zero battery — precise GPS is only active for a few minutes at each airport. Location is never collected on off-duty days.
Yes. In Settings, you can export all your data as a CSV file or Google Sheet at any time. You can also delete your account — it's deactivated right away and then permanently erased, including all flights, expenses, receipts, credentials, and personal information, after a 30-day grace period. Sign back in within those 30 days and your account is fully restored; after that, deletion is permanent and cannot be undone.
RoadLife is $24.99 per month or $249 per year, billed through the Apple App Store. Pick monthly or annual — all features are included, with no add-ons or hidden fees. A free trial is available for new users so you can try the full app before committing.
Subscriptions are managed through Apple. Go to iPhone Settings, tap your name, then Subscriptions. Your access continues until the end of your current billing period. You can also manage your subscription from within the app in Settings.
Yes. New users get a free trial period to explore all features before being charged. The trial length is shown on the subscription screen before you start. You can cancel anytime during the trial without being charged.
Check these common causes:
If everything looks correct, try pulling down to refresh on the Logbook.
Try force-quitting the app and relaunching. If the issue persists, make sure you're running the latest version from the App Store. The app requires an internet connection for most features — check your connectivity. If problems continue, contact support.