> ## Documentation Index
> Fetch the complete documentation index at: https://docs.planeconnection.com/llms.txt
> Use this file to discover all available pages before exploring further.
# How to Handle Invoicing and Accounting
> Create invoices, generate estimates, process payments, track reimbursements, and sync with QuickBooks from the accounting module.
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).
### Step 1: Open the invoices module
From the Accounting dashboard, click the **Invoices** card. The
invoices list loads with status tabs and a sortable table of all
existing invoices.
**Breadcrumb path:** Ops > Accounting > Invoices
### Step 2: Start a new invoice
Click **New Invoice** in the top-right corner.
### Step 3: Fill in invoice details
Complete the invoice form:
| Field | Required | Description |
| ---------- | :------: | -------------------------------------------------- |
| Client | Yes | Select the billing client from your directory. |
| Trip | No | Link to a specific trip for line-item detail. |
| Line Items | Yes | Description, quantity, unit price for each charge. |
| Due Date | Yes | Payment due date. |
| Notes | No | Terms, conditions, or special instructions. |
### Step 4: Review and send
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.
### Step 1: Connect to QuickBooks
1. Click **QuickBooks** from the Accounting dashboard.
2. If not connected, click **Connect to QuickBooks**.
3. Authorize the connection in the QuickBooks OAuth window.
4. Once connected, a green "Connected" label appears with your
company name.
### Step 2: Configure sync settings
Toggle the sync options:
* **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.
### Step 3: Run a manual sync
Click **Sync Now** to trigger an immediate synchronization. The
sync history table below shows the date, type, items synced,
status, and any error messages.
### Step 4: Disconnect
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.
## Related
Record operating expenses that feed into accounting.
Track owner revenue and expense allocation.
Invoice status, expense summary, and operating cost reports.
Generate and export financial reports.