Built by a pilot car driver, for pilot car drivers

Invoicing, mileage, and expenses— without the headache

Professional invoicing and expense tracking designed from real pilot car work.
Works offline with mobile sync live on Android now. iPhone is planned later based on demand.

Try Live Demo View Pricing

Secure & Private

Works Offline

Loading live demo…

Live

Story

Why I Built Pilot Car Admin

I started developing Pilot Car Admin after more than 10 years working as a pilot car driver.

— Drew Ng

One of the biggest problems I kept running into was invoicing.

There wasn't a simple program made for how pilot car drivers actually bill.

We don't bill like normal businesses.

We bill by the loaded mile, total miles, or day rate.

Most invoicing apps are built for generic industries.

You type a description, type a price, and do all the math yourself.

There's little customization and nothing designed for the way pilot car jobs really work.

So I built the software I wish I had.

With Pilot Car Admin, you simply enter your customer, put in the miles and job address, and the app handles the rest.

It automatically calculates totals, generates professional invoices, and reminds you when invoices are past due.

It also includes expense tracking so you can manage the business side of pilot car driving in one place.

Philosophy

Built for Drivers - Not Accountants

Pilot Car Admin was designed specifically with pilot car drivers in mind. The goal was to create something simple, fast, and practical after long days on the road.

The software is completely offline. There are no subscriptions, no cloud data limits, and no worries about your business data being stored on servers you do not control.

Your data stays with you.

Every feature was built by a pilot car driver —from real runs, real mileage, and real billing headaches.

Built from thousands of real runs, not assumptions.

Driver Favorite

🚗

Mileage That Actually Makes Sense

Track loaded, deadhead, and deductible miles—without guessing later.

Log mileage by vehicle, classify business vs personal, and generate IRS-ready mileage reports automatically.

Built around how pilot car drivers really run miles.

The feature we use most on every run.

See mileage reports

💰

Get Paid Faster with Smart Invoicing

Invoices built for pilot car billing—not generic templates.

Create invoices by mile, mini run, day rate, hourly, or chase/pole.

Add overnight rates and extras, track status, and export clean PDFs.

Fleets: optional complementary mobile run log (same workflow)—drivers export CSV; you import in Pilot Car Admin on the desktop.

No more wrestling with templates that don't fit.

View invoice examples

📴

Offline-First by Design

Works without service—syncs when you're ready.

Pilot Car Admin runs fully offline. Track jobs, mileage, expenses, and invoices all day, then sync across devices when convenient.

How offline-first works

📄

Expenses, Receipts & Bills—Handled

Know where your money goes without sorting piles later.

Track expenses, scan receipts with OCR, split transactions, manage recurring bills, and auto-categorize for tax time.

See expense tracking

🔄

Sync That Just Works

Your data stays in sync between desktop and mobile, with Android available now.

Offline-first with secure, bidirectional sync between devices. No accounts, no cloud dependency. iPhone support is planned later based on demand.

See sync in action

🔒

Built Secure from the Ground Up

Your business data stays yours.

App lock, auto-lock, license validation, tamper detection, and local-first storage—designed for independent operators.

Learn about security

No cloud lock-in. No generic templates. Just tools built for how pilot car drivers actually work.

Built for how you actually work

Whether you're on the road, at your desk, or getting ready for tax season—every feature works the way pilot car drivers need it to.

Track Everything on the Road

Log mileage, expenses, and job details while you're driving—no internet required. Everything syncs when you get back to service.

Log loaded, deadhead, and deductible miles in real-time

Track expenses and scan receipts with your phone

Record job details, customers, and destinations offline

Sync automatically when you reconnect

Community Driven Development

Built With the Community in Mind

Feature direction is shaped by real pilot car drivers using the app every day.

Active Roadmap

Next 2 Months

Expand Android sync improvements and evaluate iPhone release timing based on user demand.

After Mobile Beta

Build an optional web-based version for cloud access and device syncing.

Long-Term

Expand into route guidance and, if adoption grows, a free load board for drivers.

Join the Discord Community Read Full Roadmap

Frequently Asked Questions

Get answers to common questions about Pilot Car Admin 2026

No. Pilot Car Admin 2026 is built to run completely offline on your Windows computer. All invoices, expenses, customers, and reports are stored locally so you can work even when you're out of cell range. Internet is only needed for optional things like downloading updates or syncing with the mobile app.

Your business data stays on your devices. We don't put your invoices, expenses, or customer information on our servers by default. That means you keep control of your data and can still access it without an internet connection. You can export data or back it up whenever you want.

Your one-time purchase gives you a license for Pilot Car Admin 2026. That includes all features currently in the 2026 version (invoicing, expenses, mileage, calendar, reports, etc.) plus bug fixes and improvements released for the 2026 edition. There is no monthly subscription fee.

No, the license is not for lifetime updates across every future version. Your purchase covers the Pilot Car Admin 2026 edition and all updates we ship for that edition. If we later release a separate Pilot Car Admin 2027 edition, that would be a new product with its own pricing. Existing customers may be offered discounts, but 2027 would not be free by default.

Because license keys unlock the full software permanently, refunds are generally not offered after a key has been delivered and activated. We strongly recommend trying the live demo and reviewing the features before you buy. In rare cases (like duplicate purchases or unresolvable technical issues), we may review refund requests individually.

Pilot Car Admin 2026 is built first for Windows desktop. Mobile sync is available now on Android for mileage, expenses, and on-the-road tasks, with local sync back to desktop. iPhone support is planned later and will depend on user demand. The desktop app is still the primary place where your full business data lives.

Yes. Your license is for you and your pilot car business, not locked to a single machine. You can install and activate Pilot Car Admin 2026 on multiple Windows computers you own or control. Your data can be moved or synced between devices as needed.

Updates released for the Pilot Car Admin 2026 edition are included with your purchase. When we fix bugs or ship improvements for 2026, you can download and install those at no extra cost. Major future editions (for example, a separate 2027 release) may be sold separately.

Yes. Pilot Car Admin 2026 is designed to make tax time easier. You can export financial reports, expense summaries, mileage logs, and other data by date range. Exports are provided in accountant-friendly formats like CSV and PDF.

You can bring data over gradually. Pilot Car Admin 2026 supports importing expenses and customers from CSV files, and you can also start fresh and manually enter key customers and balances. Once set up, you get features tailored to pilot car work that generic invoicing tools usually lack.

Yes. Email support is included with your purchase. If you need help installing, activating, or understanding how a feature works, you can reach out and we'll do our best to help you get unstuck.

Payments are processed through trusted third-party platforms (such as Gumroad). They handle your card or PayPal details over secure, encrypted connections. We do not store your full payment information on our own servers.

After you purchase, you'll receive an email with your license information. Copy the license key (format similar to XXXX-XXXX-XXXX-XXXX) into the activation screen inside Pilot Car Admin 2026. Once activated, you can use the app completely offline.

Pilot Car Admin 2026 is built specifically around how pilot car drivers actually work: run-based invoicing, mileage tracking, expenses for runs, scheduling, and business reporting, all designed for offline use with a one-time price instead of a subscription.

There is an optional complementary phone app for logging runs in the field (no rates on the device). It is meant to work with Pilot Car Admin on Windows: drivers export CSV, and the office imports with Invoice CSV Import and bills in the same desktop app—not as a separate headline product.

Ready to Get Started?

Join pilot car drivers who are already managing their business more efficiently with Pilot Car Admin.

Have questions before buying? Send a quick message and we'll help you decide if Pilot Car Admin is a good fit.

View Pricing Contact Us