Link receipts to a trip or expense report

A receipt belongs to one trip or one expense report — never both. Only receipts linked to a trip or report go on its invoice.

Link while scanning

Start the scan from the trip (Scan or Upload, or Add on phones) or the expense report (Scan). The new receipt is linked automatically.

Scanning from the Scan button, the dashboard, or Receipts instead? The review screen has a Trip picker, already set from the receipt date — a trip covering that date, or one that ended up to 2 days before. Change it, or choose Not on a trip.

Link receipts you already have

1. Open the trip or expense report.
2. In the Receipts section, tap Link Existing (Link on phones).
3. Tick the receipts you want. The list shows approved receipts that aren't linked yet.
4. Tap Link N Receipt(s).

Don't see a receipt? It may still be Pending — open it from Receipts and tap Approve first. Or it may already belong to another trip or expense report.

When you create a single-trip invoice, CrewRoo also warns you if receipts are still waiting for review, or if approved receipts dated during the trip aren't on any trip, with an Open the trip button so you can approve or link them first.

Adding a receipt after the trip is invoiced

You can still scan or link receipts (and add mileage) on an Invoiced trip or expense report — a ride home you scan the next day, say. The trip or report page then shows a banner saying the receipt isn't on the invoice yet, with Revise invoice (or Reopen draft for a draft). That voids the invoice and reopens it with the same number and the new receipt included; save it and send it again. The same banner appears on the invoice.

If that invoice is already paid, the banner says so: revise only if your client wants one corrected invoice, because the revised invoice starts unpaid and bills the full amount again. See Revise, void, or regenerate an invoice.

Moving a receipt

There's no button to move a receipt between trips. Deleting a trip or expense report unlinks its receipts without deleting them, and you can then link them elsewhere. Deleting or voiding an invoice only takes its receipts off the invoice — they stay on their trip.