Create an invoice

Every invoice comes from a trip or an expense report — you can't start a blank one.

Start the invoice

1. Open the trip (from Trips) or the expense report (from Expense Reports).
2. Add any missing receipts or mileage first.
3. Tap Create Invoice at the bottom.

On Invoices, the New Invoice from Trip button (New Invoice on phones) takes you to your Trips to pick one.

Review what's on it

The Generate Invoice screen shows the next invoice number and builds everything from the trip:

• Trip Details — client, tail number, client trip number, dates, rates, and RON nights. To change these, edit the trip.
• Work Days (trips only) — one Day Rate line per day, plus one Per Diem line per day if per diem is on. Untick Include on any day you don't want to bill, and edit descriptions if you like.
• Trip Receipts (Receipts for an expense report) — every approved receipt linked to the trip. Add a note for each in the Description column; it appears on the expense report page your client gets.
• Additional Expenses — tap Add for a cost you don't have a receipt for. Fill in the date, category, description, and amount, then tap Add Expense.
• Mileage — the trip's mileage entries.
• Invoice Notes — starts with the trip's notes; edit freely.

The Invoice Summary on the side adds it all up to the GRAND TOTAL.

Preview and save

• Preview PDF shows exactly what your client will get, without saving.
• Save as Draft saves it and opens the invoice.
• Save and Send saves it and opens the invoice so you can check it and tap Send Invoice. See Send an invoice by email.

Saving marks the trip or expense report Invoiced and links its receipts to the invoice.

If you typed an additional expense but didn't tap Add Expense, CrewRoo stops you: tap Add Expense to include it, or Cancel to discard it.

Need to change it later?

A saved invoice can't be edited in place — its amounts, lines, client, and dates are locked once it's saved. Revise it, or delete it and create it again. See Revise, void, or regenerate an invoice.

CrewRoo may ask for your address and phone before the first invoice. See Your details on invoices.