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By the end of this guide, you will have recorded operating expenses, attached receipts, submitted reimbursement requests, and reviewed expense totals for your flight department.
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.create permission and financial access enabled for your role.

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Prerequisites

  • Expense categories configured in Settings > Account > Expense Categories.
  • Vendor records set up for common suppliers (FBOs, fuel providers, caterers).
  • Payment methods configured in Settings > Account > Expense Payment Methods.

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Create a new expense

Navigate to Ops > Accounting > Expenses.
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Step 1: Open the expense form
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Click New Expense in the top-right corner.
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Step 2: Fill in expense details
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Enter the Amount (required), Date (required), and optionally a Description, Vendor, and Category.
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If the expense is tied to a specific trip, enter the trip number in the Trip field to enable per-trip cost analysis and accurate client invoicing.
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Step 3: Save the expense
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Click Create. The expense appears in the expenses table.

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Attach receipts

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Step 1: Open the expense detail
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Click an expense row to open its detail page.
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Step 2: Upload the receipt
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Click Attach Receipt and upload a photo or PDF of the receipt. The receipt is stored in the document management system and linked to the expense record.

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Submit a reimbursement request

If you incurred an expense out of pocket:
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Step 1: Open the expense record
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Navigate to the expense you paid for personally.
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Step 2: Request reimbursement
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Click Request Reimbursement. The expense status changes to Pending (yellow). An approver reviews the request in Accounting > Reimbursements.

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Filter and search expenses

Use the filter toolbar at the top of the table to narrow results by Category, Date Range, Status, or Aircraft. If you need additional criteria, click Advanced Filters to filter by vendor, payment method, department, or expense type. Use the search field to find expenses by description, vendor, or trip number.

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View expense totals

Navigate to Expenses > Totals to see aggregate summaries — grand total, by category, and by period. Use the toggle buttons to switch between Monthly, Quarterly, and Annually views. The main Expenses page also includes summary breakdown cards that group expenses by category, aircraft, payment method, vendor, and other dimensions.
Regularly reconcile expenses against bank statements and vendor invoices. Unreconciled expenses can lead to inaccurate owner statements and financial reports.

Handle Accounting

Invoicing and payment workflows that consume expense data.

Manage Owners

Expenses allocated to owner-managed aircraft.

Reports: Financial

Expense Summary and Operating Costs reports.

Run Reports

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