> ## 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 Manage Trip Cost Estimates
> Generate cost estimates for proposed trips, configure cost components such as fuel, crew, landing fees, and handling, apply rate cards, compare estimates across aircraft, and share estimates with owners and customers.
By the end of this guide, you will have generated trip cost estimates, configured rate cards, compared estimates across aircraft, and shared quotes with owners or customers.
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 `dispatch.read` permission to view estimates and `dispatch.update` or
`financial.update` to create or modify them.
## Prerequisites
* A trip must exist with at least a departure airport, destination
airport, and aircraft assignment (or candidate aircraft for
comparison estimates).
* Aircraft performance profiles should be configured with fuel burn
rates. See [Manage Aircraft](/en/how-to/ops/manage-aircraft).
* Rate cards should be set up if you use standardized pricing. See
[Configure Flight Settings](/en/how-to/admin/configure-flight-settings).
## Open the estimate
### Step 1: Navigate to the trip detail page
Open the trip from the **All Trips** list, the **Dispatch Board**,
or the **Schedule** page.
### Step 2: Click the Estimate tab
On the trip detail page, click the **Estimate** tab. If the trip
was created through the wizard, a preliminary estimate may already
exist from Step 4 of the creation process. Otherwise, you see an
empty state with a **Generate Estimate** button.
## Generate a cost estimate
### Step 1: Click Generate Estimate
Click the **Generate Estimate** button. The system calculates costs
for each component based on the trip route, assigned aircraft, and
your workspace's configured rates.
The estimate is generated per leg and then totaled across the trip.
For multi-leg trips, each leg shows its own cost breakdown.
### Step 2: Review the cost breakdown
The estimate displays as a detailed line-item table with components such as fuel, landing fees, handling fees, crew per diem, crew travel, catering, customs, overnight/hangar, repositioning, insurance surcharge, and other manual items. Each line item shows the unit rate, quantity, and extended amount. The estimate footer shows the **subtotal**, any **taxes or surcharges**, and the **grand total**.
### Step 3: Adjust individual line items
Click any line item row to edit it:
* Change the **unit rate** to reflect a negotiated price (e.g., a
discounted fuel rate at a preferred FBO).
* Change the **quantity** if the default calculation needs
correction (e.g., actual fuel quote from the FBO differs from the
calculated estimate).
* Add a **note** explaining the adjustment.
Adjusted items display a pencil icon indicating manual override.
The total recalculates automatically.
### Step 4: Add custom line items
Click **Add Line Item** below the estimate table to add a cost
that is not covered by the standard components. Enter the
description, category, quantity, unit price, and any notes.
Examples of custom line items:
* De-icing fees for winter operations
* Permit fees for overflight rights
* Lavatory service at a specific airport
* VIP terminal surcharges
* Ground transportation arranged for passengers
### Step 5: Save the estimate
Click **Save**. The estimate is attached to the trip and the total
is reflected in the trip header and list view.
## Configure rate cards
Rate cards define the standard rates used to calculate estimates.
They allow you to maintain consistent pricing across trips without
manual entry each time.
### Step 1: Navigate to rate card settings
Go to **Admin > Flight Settings > Rate Cards**.
### Step 2: Create or edit a rate card
Each rate card is associated with an aircraft or aircraft type and contains default rates for fuel, landing fees, handling fees, crew per diem, overnight/hangar, customs, catering per passenger, insurance surcharge, and charter hourly rate. Fill in or update the rates on the form.
### Step 3: Set airport-specific overrides
Within the rate card, click **Airport Overrides** to set rates for
specific airports. For example:
* KTEB: Landing fee $450, Handling $850 (Signature Flight Support)
* KPBI: Landing fee $200, Handling $400
* TNCM: Customs fee \$150
Airport-specific rates take precedence over the default rates when
the estimate engine encounters those airports in the route.
### Step 4: Save the rate card
Click **Save**. The rate card is applied to all new estimates for
the associated aircraft.
Review and update rate cards quarterly. Fuel prices, FBO fees, and landing charges change
frequently. Accurate rate cards produce estimates that closely match actual costs, reducing the
gap between quoted and actual trip expenses.
## Compare estimates across aircraft
When evaluating which aircraft to assign to a trip, use the
estimate comparison feature to see costs side by side.
### Step 1: Open the estimate comparison
From the trip Estimate tab, click **Compare Aircraft**. A
comparison panel opens.
### Step 2: Select candidate aircraft
Choose two or more aircraft from your fleet. The system generates
an estimate for each aircraft using the same route and passenger
count.
### Step 3: Review the comparison table
The comparison displays each aircraft in a column with rows for
every cost component:
| Component | N123AB (Citation X) | N456CD (King Air 350) | N789EF (Gulfstream G280) |
| --------- | :-----------------: | :-------------------: | :----------------------: |
| Fuel | \$8,200 | \$4,100 | \$6,900 |
| Landing | \$400 | \$300 | \$400 |
| Handling | \$800 | \$600 | \$800 |
| Crew | \$600 | \$600 | \$600 |
| **Total** | **\$12,450** | **\$7,800** | **\$11,100** |
The most economical option is highlighted with a green border.
Additional context (flight time, cabin size, range margin) is
shown below the cost table to support a holistic decision.
### Step 4: Select an aircraft
Click **Use This Estimate** under the preferred aircraft column.
The estimate is applied to the trip and the aircraft assignment is
updated accordingly.
The comparison uses the same rate cards and airport-specific overrides configured for each
aircraft. Ensure rate cards are up to date for all candidate aircraft before running a comparison.
## Share an estimate with owners or customers
### Step 1: Click Share Estimate
From the Estimate tab, click the **Share** button in the toolbar.
### Step 2: Select the format
Choose how to share:
* **PDF** -- Generates a professionally formatted PDF with your
organization's branding, the trip route summary, detailed cost
breakdown, and the grand total. Suitable for emailing to an
aircraft owner or charter client.
* **Link** -- Creates a secure, read-only link to the estimate in
the PlaneConnection customer portal. The recipient does not need
a PlaneConnection account to view the estimate.
### Step 3: Choose recipients
Enter the email addresses of the recipients. For owner-managed
aircraft, the owner's contact information is pre-filled from the
owner profile. For charter clients, enter the client's email.
### Step 4: Add a message (optional)
Write a brief message to accompany the estimate. This appears in
the email body or at the top of the portal view.
### Step 5: Send
Click **Send**. The estimate is delivered and a record of the share
event is logged on the trip timeline.
When sharing estimates with charter prospects, include a validity period in your message (e.g.,
"This estimate is valid for 7 days"). Fuel prices and vendor rates can change, and an expired
estimate may not reflect current costs.
## Track estimate accuracy
After a trip is completed, the Estimate tab shows a comparison
between the estimated costs and the actual expenses logged:
| Component | Estimated | Actual | Variance |
| --------- | :----------: | :----------: | :--------: |
| Fuel | \$8,200 | \$7,950 | -\$250 |
| Handling | \$800 | \$850 | +\$50 |
| **Total** | **\$12,450** | **\$12,100** | **-\$350** |
Reviewing variance data helps you refine rate cards and improve
estimate accuracy over time. The **Ops > Reports > Financial**
section includes an **Estimate Accuracy** report that aggregates
variance data across all trips.
Estimate accuracy depends on the quality of your rate card data and the completeness of expense
logging after trips. Encourage crews and dispatchers to log all actual expenses promptly so the
variance analysis is meaningful.
## Related
The trip creation wizard includes an initial estimate step.
Record actual costs after the trip for variance tracking.
Reconcile estimates with invoices and owner statements.
Catering order totals feed into the estimate automatically.