Skip to main content
By the end of this guide, you will have created invoices, generated estimates, processed payments, tracked reimbursements, and connected to QuickBooks from the accounting module.
The Operations module must be enabled for your workspace. You also need the appropriate operations permissions. Contact your workspace administrator if you cannot access these features.
You need the accounting.read permission and financial access enabled for your role.

​
Prerequisites

  • Trips and expenses must exist in the system for invoicing and reporting.
  • QuickBooks Online account (optional, for sync integration).
  • Vendor records entered for expense categorization.

​
Create an invoice

Navigate to Ops > Accounting in the sidebar. The dashboard shows KPI cards and links to sub-modules (Invoices, Estimates, Transactions, Reimbursements, Vendors, Pilot Payments, QuickBooks).
1
Step 1: Open the invoices module
2
From the Accounting dashboard, click the Invoices card. The invoices list loads with status tabs and a sortable table of all existing invoices.
3
Breadcrumb path: Ops > Accounting > Invoices
4
Step 2: Start a new invoice
5
Click New Invoice in the top-right corner.
6
Step 3: Fill in invoice details
7
Complete the invoice form:
8
FieldRequiredDescriptionClientYesSelect the billing client from your directory.TripNoLink to a specific trip for line-item detail.Line ItemsYesDescription, quantity, unit price for each charge.Due DateYesPayment due date.NotesNoTerms, conditions, or special instructions.
9
Step 4: Review and send
10
Review the invoice total and line items. Click Save as Draft to save without sending, or Send to email the invoice to the client.

​
Track invoice status

The invoice list page has five status tabs: All, Draft, Sent, Paid, and Overdue. Click a tab to filter the table. To update an invoice status:
  1. Open the invoice detail page.
  2. Record a payment or change the status.
  3. Click Save.
Monitor the Outstanding Invoices and Total Receivable stat cards on the accounting dashboard. Overdue invoices are flagged with a red label showing the count.

​
Generate estimates

Estimates provide clients with a projected cost before confirming a trip.
  1. From the Accounting dashboard, click Estimates.
  2. Click New Estimate.
  3. Select the client, aircraft, and route.
  4. The system calculates costs based on configured rate profiles (hourly rate, repositioning, crew per diem, landing fees).
  5. Review and send the estimate to the client.
Approved estimates can be converted directly into invoices.

​
Record transactions

The Transactions module logs all financial activity:
  1. Click Transactions from the Accounting dashboard.
  2. Click New Transaction to record a payment, refund, or adjustment.
  3. Enter the amount, date, category, and linked invoice or expense.
  4. Click Save.

​
Process reimbursements

Crew and staff reimbursements flow through a review process:
  1. Click Reimbursements from the Accounting dashboard.
  2. Review pending reimbursement requests submitted by crew.
  3. Approve or deny each request.
  4. Approved reimbursements are queued for payment processing.

​
Manage vendors

The Vendors module maintains your supplier directory:
  1. Click Vendors from the Accounting dashboard.
  2. Click Add Vendor to create a new vendor record.
  3. Enter the vendor name, contact details, payment terms, and default expense category.
  4. Click Save.
Vendors are available in expense entry dropdowns across the system.

​
Process pilot payments

Track and process pilot compensation:
  1. Click Pilot Payments from the Accounting dashboard.
  2. Review payment records by pilot, period, and amount.
  3. Record payments as processed.

​
Sync with QuickBooks

PlaneConnection integrates with QuickBooks Online for two-way financial data synchronization.
1
Step 1: Connect to QuickBooks
2
  • Click QuickBooks from the Accounting dashboard.
  • If not connected, click Connect to QuickBooks.
  • Authorize the connection in the QuickBooks OAuth window.
  • Once connected, a green “Connected” label appears with your company name.
    • 3
    Step 2: Configure sync settings
    4
    Toggle the sync options:
    5
  • Auto-sync (daily) — automatically sync data once per day.
  • Sync Invoices — push invoices to QuickBooks.
  • Sync Expenses — push expenses to QuickBooks.
  • Sync Payments — push payment records to QuickBooks.
    • 6
    Step 3: Run a manual sync
    7
    Click Sync Now to trigger an immediate synchronization. The sync history table below shows the date, type, items synced, status, and any error messages.
    8
    Step 4: Disconnect
    9
    To disconnect the integration, click Disconnect. Confirm in the dialog. Syncing stops until you reconnect.
    Review the Sync History table after each sync to verify that all records transferred correctly. Partial syncs are flagged with a yellow “partial” status label.
    Monitor QB Sync Status and QB Pending Exports from the QuickBooks integration settings page.

    Log Expenses

    Record operating expenses that feed into accounting.

    Manage Owners

    Track owner revenue and expense allocation.

    Reports: Financial

    Invoice status, expense summary, and operating cost reports.

    Run Reports

    Generate and export financial reports.
    Last modified on April 11, 2026