Help Center

Create your account and confirm your email

Sign up with your name, email, and a password, then enter the 8-digit code we email you.

First-time setup

Two quick steps after you confirm your email: check your name, then add your first client — both can be skipped.

The dashboard

What the Outstanding total, the three tiles, and the Get started checklist on the Home screen mean.

Finding your way around

Where everything lives: the bottom tab bar and account menu on phones, and the sidebar on a computer.

Sign in and reset your password

How to sign in, what "Remember me" does, and how to reset a forgotten password with an emailed code.

The phone apps and the web

CrewRoo is the same account and the same screens on iPhone, Android, and the web — only subscribing and a few small things differ.

Tail numbers

How tail numbers are saved to each client, reused on new trips, and removed.

Daily rate and per diem

How the daily rate and per diem are charged for each day of a trip, and how to leave days off the invoice.

Flight legs and RON nights

Add departure and arrival airports for each day and mark Remain Overnight (RON) nights.

Log times, fuel, and Hobbs for a leg

Record optional Out/Off/On/In times, fuel, and Hobbs for each flight leg, right from the trip page; they print as a flight log page on the invoice.

Client trip numbers and auto-numbering

Add the client's own trip number so it prints on the invoice, or have CrewRoo create one for every new trip.

Mileage

Add driving mileage to a trip or expense report at a per-mile rate so it shows up on the invoice.

Edit or delete a trip, and trip statuses

Change a trip, what happens to its invoice when you do, how to delete a trip, and what Active and Invoiced mean.

Upload a PDF or image receipt

Add an emailed PDF receipt or a saved photo: PDF, JPG, PNG, WebP, and HEIC are supported.

How AI reads your receipts

What the AI fills in, what is sent to OpenAI, the consent prompt, how to turn AI off, and what to do if it gets something wrong.

Review, approve, or reject a receipt

Pending, Approved, and Rejected receipts, how to edit one, and why only approved receipts go on invoices.

Receipt categories

The four receipt categories — Hotels, Travel, Meals, Misc — and how they total up on invoices.

Link receipts to a trip or expense report

Attach receipts you already have to a trip or expense report so they go on its invoice.

Delete receipts

Delete one receipt or many at once, and what happens to the receipt file.

Create an expense report

Set up an expense report for a client, tail number, and date range, then add receipts and mileage.

Bill several trips on one invoice

Put two or more trips for the same client on one invoice, even on different aircraft, and review each one before saving.

Your details on invoices

Your name or company, mailing address, and phone print at the top of every invoice — CrewRoo asks for them before your first one.

Send an invoice by email

Email an invoice to your client with CC recipients, a custom message, and your receipts attached.

What's attached to an invoice email

The invoice PDF, the receipts PDF, and optional W-9, W-4, and payment info sheet attachments.

What your client receives

The email your client gets and what is on each page of the invoice PDF.

Download an invoice PDF

Save or share the PDF of a saved invoice — to print it, keep a copy, or send it outside CrewRoo.

Invoice numbers

How CrewRoo numbers invoices from the tail number and your initials, and when a number is used up.

Invoice statuses and marking an invoice paid

What Draft, Sent, Paid, and Void mean, and how to mark an invoice paid when the money arrives.

Revise, void, or regenerate an invoice

Fix a sent or paid invoice by revising it, or regenerate a void one — both keep the same invoice number.

Delete or void an invoice

Delete a draft; void a sent or paid invoice so there's still a record of it. Receipts are kept and the trip goes back to Active.

CC emails for a client

Save extra addresses on a client — a billing inbox, an ops desk — so they're copied on every invoice automatically.

Edit or delete a client

Update a client's details, and when a client can and can't be deleted.

Change your email or password

Change your sign-in email with a code sent to the new address, or set a new password.

W-9 and W-4 documents

Upload your W-9 or W-4 once and attach it to any invoice email with a tick.

Payment details and the payment info sheet

Save your bank details, encrypted, so you can attach a payment info sheet telling clients where to send ACH or wire payments.

Subscribe to CrewRoo Pro

One plan, CrewRoo Pro at $19.99 a month — subscribe with Apple in the iPhone app, Google Play in the Android app, or by card on the web.

Manage or cancel your subscription

Cancel or update payment in the Stripe billing portal (web), your Apple ID settings (iPhone), or Google Play (Android) — access lasts until the period ends.

When your trial ends or a payment fails

The app turns view-only: you can still view and download everything, and your data is always kept. Here's how to get back in.

Restore an app store purchase

Subscribed in the iPhone or Android app but CrewRoo still shows a trial or is view-only? Restore Purchases reconnects it.

Search the Help Center and ask a question

Find an article with search, or ask the help assistant a question in your own words.

Privacy and security basics

What CrewRoo stores, who it is shared with, how bank details are protected, and what the AI receipt reader sees.

Delete your account

Permanently delete your CrewRoo account and data from Profile — and cancel an Apple or Google Play subscription separately.