Create an invoice

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

Start the invoice

From a trip:

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.

Or from Invoices: tap New Invoice, choose the Client, tick the trips to bill, and tap Continue. Only trips that aren't on an invoice yet are listed.

To bill several trips for the same client on one invoice, see Bill several trips on one invoice.

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.

On a single-trip invoice, CrewRoo also points out receipts that won't be on it: ones still waiting for review, or approved receipts dated during the trip that aren't on any trip (scanned with Not on a trip). Tap Open the trip to approve or link them, then come back. See Link receipts to a trip or expense report.

Set the payment terms

Under Payment Terms, choose when your client should pay:

• Due on receipt (the default) — the invoice prints Terms: Due on Receipt.
• Due by date — starts at 30 days from today. Tap Net 15 or Net 30, or tap the date to pick any day from tomorrow on. The invoice prints Terms: Due by the date (for example "Due by Oct 28, 2026"), and the email to your client shows it under the total.

Once a sent invoice passes its due date without being marked paid, CrewRoo shows it as Overdue. See Invoice statuses and marking an invoice paid.

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, dates, and payment terms are locked once it's saved. Revise it (a draft can also be deleted and made again). Its date is fixed too: the day you saved it, in your time zone. See Revise, void, or regenerate an invoice.

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