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How to Add a Trip Expense

Crews on mobile devices and Dispatchers in the web app can add Expenses to flights that we collect on the Sales page for Accounting for further process.

Note: Trip and crew expense reporting is an add-on feature. Please contact support@fl3xx.com to enable. 

General Overview of the Expenses:

The Expenses are related to flights, therefore they are also tracked and collected in the related booking. It also has the Expense Report that gives a printable version of it

Expenses can be added by flight, DPE/ARR Airport and by Service in Dispatch, in the Maintenance events in the Timeline, in the Roster for certain items that were setup accordingly in Settings / Roster and in the Crew App

All expenses are collected in the Booking broken down to flights and DEP/ARR airport services. With the last release the items are now editable within the booking. 

The expenses can be locked by financial employees so that no changes can be done on them after

In the Expense Report the user can filter it by bookings and can export all Booking related expenses with the related Invoices into one PDF.

The Webapp Expenses:

Dispatchers can add different expenses in the Dispatch module on almost all pages. wherever you see the signs below on the screenshot, you can add an expense that will be attached to the related service.

When you click on the +Add the below form opens where you can add the following data:

  • The system auto assigns the location of the Expense, in the example below to Departure Hotel accommodation
  • Add the Supplier
  • You can relate the expense to an accounting system cost center
  • Select the Payment type
  • Determine whether the expense is reimbursable to one of the crew members
  • Select the status of the expense
  • Determine whether the Expense is Billable and/or Taxable
  • Add the Currency and the Price / Tax and the Gross Price
  • Add the Invoice number if there is one
  • You can also attach any document and add a comment

On the Sales page, look up the Booking number on the bottom of the page you will find the Expenses tab. When opened we show all expenses that are added to the entire trip for Accounting to process them. The expenses are broken down by Leg, DEP Airport, ARR Airport and Other. 

Accounting can open the Expenses and make any changes that are necessary, the system will update the related invoice and the Pricing matrix's Current column to show the changes compared to the Sold pricing.

When you check the field Billable, it will be automatically added to the final invoice of the Trip so that you can charge the client directly. Taxes are calculated automatically if applicable. 

At some point Accounting can decide that no more expenses are accepted to be added to the Booking and can lock them with the Lock button. At this point no one can add more Expenses unless they get Unlocked.

The Crew Expense Report:

The new, updated report gives a better user experience with the new filter, and other features listed below:

  • The Filtering gives you the choice of selecting custom, or regular dates, a specific aircraft, any Cost Type, find a particular Booking, or a crew member 
  • The Booking number is also a link to the related booking
  • The Expenses in the report are broken down by Booking, Flight Leg, Departure and Arrival Airport and Other Expenses

When exporting into a PDF File, the system exports the list of the expenses and the related Attachments into one single document. It is handy when you select a single booking, print the PDF and you have everything you need in one document


The Crew App Expenses:

The crew can also add all expenses that are available in the webapp. As they open a flight on the bottom of each page where expense adding is available they see an Add Expense button. They tap on it and the system opens the same form as the one in the webapp. They can also see how many expenses were already added and what they are:


In our example below there are two expenses already added to the flight.

When a crew member taps on the Add expense button, the below form opens that they need to fill out in the same way as in the web app. They can also add attachments either from their devices, or they scan any document and attach it to the expense. On the different pages, we assign the cost type automatically. When the record is saved it is immediately synced to the web app on the related page.

Non-Flight-Related Expenses 

You can add aircraft and crew expenses, that are not related to a specific flight. 

For Aircraft: Add expenses in any note in Timeline / Flight

For Crew: Add expenses in any roster activity