Frequently Asked Questions

RoadLife is an iPhone app that automates travel expense reporting for corporate pilots. Enter your tail number, mark your work days and save your Concur login — RoadLife detects your flights, matches your card charges from Concur, reads your receipts, and builds your expense report in Concur for you to look over and submit.

Corporate pilots who fly on rotation schedules (7&7, 8&6, or custom) and whose company uses SAP Concur. It’s built around the way pilots work: hotel stays, rental cars, rideshares, tolls, meals, FBO tips and other travel costs across multi-day tours.

Setup takes a few minutes. The app walks you through:

• Sign in with Apple or Google
• Welcome — read and accept the disclaimer
• Profile — your name, rank and birthday
• Company
• Rotation schedule so the app knows your work days
• Concur login — required; it’s how RoadLife builds your report
• Notifications — you can skip this
• Location — used to confirm you were at the airport
• Done

Then enter your tail number on the Dashboard and you’re ready to go.

iPhone running iOS 17 or later. RoadLife is iOS-only — there is no Android version yet. Face ID is used for the optional app lock.

Yes. RoadLife reads your card charges from your company’s SAP Concur account and builds your report there, so a Concur login is part of setup. It’s Concur-only for now — if your company uses something else, email us; we want to know.

No. There is no card linking of any kind. RoadLife reads your card charges from your company’s Concur account, which already has them. It never asks for a bank or credit-card login.

No. RoadLife builds your report inside Concur and you still submit it in Concur. It just removes the data entry.

Email support and we’ll move your account. Your history stays, and new reports build against the new company. There’s no self-serve switch in the app yet.

RoadLife watches the FAA’s live flight-data feed for your tail number. A leg appears on your Today card when its flight plan is filed, the status moves on its own as you fly, and once you land your phone confirms you were at the airport and the leg verifies itself. For international trips, RoadLife uses FlightAware.

If the phone couldn’t confirm a leg, a Confirm Recent Flight card asks you — one tap and it’s done.

Your flights are only claimed on the days you mark on the Calendar. A marked day is a duty day: the Dashboard claims your flights, verifies them and lets you expense them. On an unmarked day you can still look up any tail and see its flights and weather, but it’s view-only — so another crew’s flying never lands on your record or your Concur report. Vacation days count as off duty.

The Dashboard is your personal dispatcher board. It shows every leg of your day with METAR and TAF weather color-coded by flight category (VFR, MVFR, IFR, LIFR), ATC delays, schedule deviation and a preview of tomorrow’s flights, and it updates on its own.

Tap any leg. You get METAR and TAF at both ends, a radar map, the current D-ATIS, hazards along your route, winds aloft (your filed altitude in bold), NOTAMs cut to the times you’re actually there, RVR, crosswind by runway, sunrise and sunset, ground stops, delay programs, your EDCT and arrival sequence, and a map of the FBOs with a star on the ones with Customs. A Flt Plan / Clrnc toggle flips between what you filed and what you’ve been cleared for.

Yes. On the Dashboard’s Airport Weather card, type any four-letter ICAO or three-letter code and tap WX.

Verified flights drop into the Logbook, grouped by tour with block times and duty days. You can export your logbook as CSV or PDF.

Yes. Removed flights go to Recently Deleted — the trash icon at the top of your Dashboard — and can be restored for 48 hours.

Yes. The Next Flight widget puts your next leg on your iPhone’s Home Screen or Lock Screen.

RoadLife uses your flight dates to define each tour. Card charges from your company’s Concur account and the receipts you bring in are sorted by type (hotel, rental car, rideshare, toll, meal, tips and so on) and matched to the right tour.

There are three ways to get a receipt in:

• Import Photos on the Expenses tab shows the photos from your tour’s dates — tap All dates to see the rest. A photo drops out of the list once it’s added, so the same receipt can’t go in twice. To capture a paper receipt, photograph it with your iPhone camera first.
• Import File takes saved files — PDF, JPEG, PNG or HEIC, like a hotel folio or a rental agreement.
• Share to RoadLife — open the receipt in Mail, Files or Photos, tap Share and choose RoadLife. It shows you which tour the receipt landed on, with a Move button if it belongs somewhere else.

AI reads the merchant, date, amount and expense type — every page of a multi-page PDF, up to 10 pages. The expense is created right away; open it to correct anything.

Yes. Open the Expenses tab, pick the tour, and tap + on the section it belongs in. Add a photo or file, or type it in by hand. If you’ve already built the report, add the item and tap Rebuild Report.

Tips are entered per leg. Once a leg verifies, open it in the Logbook section of your Dashboard, choose the airport, and tap each tip you paid — Fuel, Lav, Trash, CIP, PAX Baggage, DeIce, Intl Handler and more. Tap the amount to change it on a wheel. For a day with no leg, use the Tip + button. Tips go into your Concur report automatically.

A foreign charge shows its own currency, the exchange rate and the amount in US dollars — the same figures Concur has. On an expense you enter by hand, you can pick the currency.

A missing receipt is flagged right away, so you can see what still needs one while the tour is fresh.

Build Report unlocks three days after the tour ends — until then it shows the date it becomes available. Card charges take a day or more to post into Concur and their receipts arrive with them, so waiting means the report is complete the first time.

A hotel is marked No-Show automatically when Concur labels its charge a no-show, or when you tap Mark as No-Show yourself. No receipt is expected for a no-show.

If anything is still outstanding after a build, the tour shows “Almost there — N to finish.” Tap it to open the Fix list, which has one plain-English line per expense — like “$18 lunch still needs a receipt.” Tap a line to go straight to that expense, fix it, and build again.

Nothing is ever silently dropped — if something can’t be handled, it shows up in that list.

When Build Report unlocks, tap it. RoadLife signs into Concur, pulls your card charges, matches them to your receipts and tips, and fills the whole report — expense types, cities, amounts, dates and receipt images. Approve the Okta prompt if one appears mid-build.

Then tap Open in Concur, give it a last look, and submit it there. RoadLife never submits for you — it’s your report with your name on it.

Yes. Your Concur username and password are encrypted on your phone and on our servers, used only to sign into Concur when building your report, and protected by Face ID in Settings. Update or remove them any time in Settings → Concur.

You just landed somewhere new, or you’re 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 what’s nearby — restaurants, coffee, bars, grocery, gym, trails, golf and more — by category with distance and travel time. Toggle between Walk and Drive. Local weather is shown at the top so you know if it’s a walking kind of night. Choose which categories appear, and your walking and driving radius, in Settings → Local Spots.

Every place in Local Spots has a thumbs-up. Tap it on a place you like and your recommendation is shared with every RoadLife pilot, so the next pilot who overnights there sees how many pilots recommended it.

During setup, or later with the orange repeat icon at the top right of the Calendar, pick your rotation — 7&7, 8&6 or custom — and a start day. The app fills your calendar through the end of the year and leaves your past days alone. Tap any single day to turn it on or off for swaps and exceptions.

Settings → Schedule → Vacation. Vacation days are off duty, even if your rotation says otherwise.

Your data is encrypted in transit and at rest, and your Concur login is encrypted and protected by Face ID. You can turn on a Face ID app lock with a five-minute grace period in Settings → Security. We never sell your data or share it with advertisers. The outside services RoadLife relies on, and what each one receives, are listed in the Privacy Policy.

Location is used only around your duty days — from the evening before your first duty day to early the morning after your last — and only while a tail number is set, to confirm you were at the airport. On other days RoadLife never receives your exact location: Local Spots uses it on your phone and asks Apple for nearby places and weather, and to show other pilots’ picks nearby it sends only your rough area (about a kilometer).

Yes. Settings → Data & Privacy → Export My Data gives you an Excel workbook of your whole account, and the Logbook exports as CSV or PDF.

Delete Account switches your account off right away and erases it after 30 days. Sign back in within those 30 days and it’s restored.

$19.99 a month or $199 a year, billed through Apple. The annual plan saves $41. Every feature is included — no add-ons, no per-report fees. New subscribers get a 14-day free trial.

Yes — 14 days for new subscribers, with every feature. Cancel before it ends and you won’t be charged.

Cancel anytime in iPhone Settings → your name → Subscriptions → RoadLife. You keep access until the end of the period you’ve paid for. You can also see your plan in RoadLife under Settings → Account → Plan.

Refunds are handled by Apple under its App Store policies. Tap Request a Refund on the Plan screen, or go to reportaproblem.apple.com.

The usual causes:

• Not filed yet — a leg appears only once its flight plan is filed
• Day not marked — tap the day on the Calendar so it turns blue
• No tail number — set it at the top of the Dashboard
• Vacation — vacation days are off duty

Step-by-step fixes for this and more are in the guide’s troubleshooting section.

Settings → Concur → Update Credentials, enter your current password and save.

RoadLife opens with what it last loaded, and an offline banner shows while you’re disconnected. Reading receipts and building your report need a connection.

Force-quit and relaunch, make sure you have the latest version, and check your connection. If it continues, email support. More in the guide.