Expenses & Invoicing for Flight Crews
Snap receipts as you go. Everything organized by trip and tail number. Fire off a clean report or invoice from your phone before you even leave the hotel.
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Sound Familiar?
A pile of crumpled receipts on your kitchen table and a spreadsheet that eats your whole day off
Three tail numbers, two operators, and one trip bleeding into the next — scattered across email, notes, and half-named PDFs
Accounting bouncing it back because a receipt is missing or the per diem math doesn't line up
That's the mess CrewRoo was built to clean up.
Scan. Organize. Send.
From receipt to report in minutes, not hours.
Scan
Snap a photo at hotel checkout, the rental car return, or between legs. Vendor, amount, date, and category fill in automatically.
Organize
Receipts attach to the right trip and tail number. Add legs, mark RON nights, and your trip is already halfway to done.
Send
Tap send. Accounting or your client gets a clean report with every receipt attached as backup — exactly how they want it.
Built for How Flight Crews Actually Work
Tail numbers, trip dates, per diem, flight legs, RON nights — the app speaks the same language you do.
Who It's For
If you fly for a living and deal with expenses after every trip, CrewRoo was built for you.
Contract Pilots & Flight Attendants
Track expenses and invoice your clients directly. Get paid faster with professional documentation.
Corporate Flight Crews
Capture receipts on the road and submit organized expense reports to your flight department.
Small Flight Departments
Give your crew a simple tool that produces accounting-friendly reports without the training overhead.
Works Where You Work
CrewRoo is mobile-first and works on any device — iPhone, Android, iPad, or desktop. Install it on your home screen for an app-like experience. Scan receipts at hotel checkout, the rental car return, or between legs. Build your report throughout the trip so when you land on the last day, you're one tap away from being done.
Try CrewRoo FreeFrequently Asked Questions
Everything you need to know about CrewRoo.
What is CrewRoo?
CrewRoo is what happens when you get tired of doing expense reports at midnight. It handles the whole post-trip mess — scanning receipts, organizing by trip and tail number, and getting a clean report or invoice out to accounting or your client in one tap.
Who is CrewRoo for?
If you fly professionally and deal with receipts, per diem, and expense reports after every trip — this is built for you. Contract pilots, corporate pilots, flight attendants, charter crews, small flight departments. Anyone stuck doing trip admin on their time off.
How does the receipt scanning work?
Point your phone camera at any receipt and tap the capture button. CrewRoo instantly extracts the vendor name, amount, date, and expense category. You can also upload PDF receipts. It handles hotel folios, rental car invoices, meal receipts, fuel charges, Uber rides, and airline tickets.
What's the difference between the Essentials and Pro plans?
Essentials ($9.99/mo) gets you reimbursed for expenses — scan receipts, build an expense report for any date range, generate a clean report or invoice from it, send to accounting or your client. Pro ($19.99/mo) adds the full contractor workflow on top: trips with daily rates and work days, flight legs, RON nights, mileage, and receipts attached to specific trip days. Pro is for crew who also need to get paid for their actual contract work, not just reimbursed.
Can I track expenses for multiple clients and tail numbers?
Yes. CrewRoo lets you maintain separate client profiles with company names, billing contacts, addresses, and associated tail numbers. When you create a trip, you select the client and tail number, and all expenses are organized accordingly.
What does a CrewRoo invoice look like?
CrewRoo generates professional two-page PDF invoices. Page one is a clean summary with your info, client info, and total due. Page two is a detailed expense report with every work day, flight leg, RON night, and receipt itemized by category (Hotels, Travel, Meals, Misc).
How does per diem and daily rate tracking work?
When you create a trip, you set your daily rate. Work days auto-populate based on your trip start and end dates. Each day's description is auto-generated from your flight legs and RON nights are labeled with the overnight airport code. No more counting days manually.
Does CrewRoo work on my phone?
Yes. CrewRoo is mobile-first and works on any device — iPhone, Android, iPad, or desktop. You can install it on your phone's home screen for an app-like experience. Scan receipts at hotel checkout, the rental car return, or between legs.
How much does CrewRoo cost?
CrewRoo Essentials is $9.99/month — everything you need to get reimbursed for trip expenses: scan receipts, build expense reports, generate a clean report or invoice, and send it off. CrewRoo Pro is $19.99/month and adds the full contractor workflow: trips, daily rates, work days, flight legs, RON nights, and mileage. Both plans include a 14-day free trial — no credit card required.
Simple Pricing. Pick Your Plan.
Both plans include a 14-day free trial. No credit card required.
Stop chasing receipts at month end
- Scan receipts, AI fills in the details
- Build expense reports by date range
- Client management
- Generate a clean report or invoice from your expenses
- Send to accounting or client in one tap
- Cloud storage for all receipts & documents
Get paid faster with professional invoices
- Everything in Essentials, plus:
- Trips with dates, daily rates & work days
- Flight legs, RON nights & mileage
- Attach receipts to specific trip days
- Full contractor billing workflow
Built for contract pilots & flight attendants, corporate flight crews, and small flight departments.
Get Your Time Back
Your days off shouldn't disappear into a spreadsheet. CrewRoo takes care of the receipts, the per diem, and the paperwork so you can close the laptop and actually be off.