> ## 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 Log Expenses and Reimbursements

> Record operating expenses, categorize by type and aircraft, attach receipts, submit reimbursement requests, and view totals.

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.

<Info>
  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.
</Info>

<Info>You need the `accounting.create` permission and financial access enabled for your role.</Info>

## 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**.

## Create a new expense

Navigate to **Ops > Accounting > Expenses**.

<Steps>
  ### Step 1: Open the expense form

  Click **New Expense** in the top-right corner.

  ### Step 2: Fill in expense details

  Enter the **Amount** (required), **Date** (required), and optionally a **Description**, **Vendor**, and **Category**.

  <Tip>
    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.
  </Tip>

  ### Step 3: Save the expense

  Click **Create**. The expense appears in the expenses table.
</Steps>

## Attach receipts

<Steps>
  ### Step 1: Open the expense detail

  Click an expense row to open its detail page.

  ### Step 2: Upload the receipt

  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.
</Steps>

## Submit a reimbursement request

If you incurred an expense out of pocket:

<Steps>
  ### Step 1: Open the expense record

  Navigate to the expense you paid for personally.

  ### Step 2: Request reimbursement

  Click **Request Reimbursement**. The expense status changes to **Pending** (yellow). An approver reviews the request in **Accounting > Reimbursements**.
</Steps>

## 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.

## 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.

<Warning>
  Regularly reconcile expenses against bank statements and vendor invoices. Unreconciled expenses
  can lead to inaccurate owner statements and financial reports.
</Warning>

## Related

<CardGroup cols={2}>
  <Card title="Handle Accounting" href="/how-to/ops/handle-accounting">
    Invoicing and payment workflows that consume expense data.
  </Card>

  <Card title="Manage Owners" href="/how-to/ops/manage-owners">
    Expenses allocated to owner-managed aircraft.
  </Card>

  <Card title="Reports: Financial" href="/reference/reports-financial">
    Expense Summary and Operating Costs reports.
  </Card>

  <Card title="Run Reports" href="/how-to/ops/run-reports">
    Generate and export expense reports.
  </Card>
</CardGroup>