Record expenses and revenue

Every tour leaks money in small amounts: fuel, tolls, a hotel, strings, per diems, a replacement cable. Record them as you go and the tour’s Finance always shows what came in, what went out, and what the tour has left. An expense is money out. Revenue is money in that did not come from settling a show, like merch, a sponsorship or tour support. Show payouts are added for you when you settle a show.

Add an expense or revenue on the phone

On the phoneThe Tourouter app on iOS or Android

1. Tap Finance.
2. Tap + next to Expenses or Revenue.
3. Enter the Amount and the Date.
4. Pick a Category, like Fuel, Lodging or Per diems. To add your own, tap New category, type a name and tap Add category.
5. For an expense, tap Paid by and choose who paid (see below).
6. Add a Description, like “Fuel, Chicago to Denver”.
7. On a Tour Package, choose Who can see this.
8. Tap Save.

On a show day you can also add an expense from the day itself: tap Add expense for this day on the Spent today card and the date is filled in for you.

Add an expense or revenue on the web

On the webapp.tourouter.com in any browser

1. In the sidebar, open Money.
2. Click + Add on the Expenses or Revenue card.
3. Enter the Date and Amount.
4. Pick a Category, or click + New category to add your own.
5. Add a Description.
6. Click Record expense or Record revenue.

You can also log a cost against one show on the web: open the date on the Route board, go to the Money tab, and click Add an expense under Spent on this day. Type the amount and what it was for.

Either way, an expense or revenue is linked to the tour date with the same date, so it shows up on that day’s spending automatically.

Record who paid

When the bass player puts fuel on their own card, the tour needs to know. Paid by records who actually paid for an expense.

On the phoneThe Tourouter app on iOS or Android

1. Open the expense on Finance, or tap Paid by while adding one.
2. Choose one:
   • The tour, when it came out of tour money and there is nothing to pay back
   • a person, like a band member or the driver, from your contacts
   • on a Tour Package, another band on this tour
3. Not sure yet? Leave it unset or tap Clear. The Paid by card on Finance counts the expenses that still need a payer.
4. Tap Save.

Tourouter records who paid. It does not decide who owes whom: how the band squares up is the band’s business.

Mark money as paid back

When someone fronted money and the tour has given it back to them, mark it so nobody pays them twice.

On the phoneThe Tourouter app on iOS or Android

1. On Finance, tap the Paid by card.
2. Tap a person to see every expense they paid.
3. Tap the circle next to an expense to mark it paid back. Tap it again to undo.

Each person shows how much is still out, or all squared up once everything they paid has been marked. If you change an expense’s amount or who paid it, its paid back mark is cleared so you can check it again.

Change or delete an entry

On the phoneThe Tourouter app on iOS or Android

1. On Finance, tap the row.
2. Change any field and tap Save.
3. Or tap Delete expense or Delete revenue, then Delete. Totals update immediately.

Rows that came from a settled show cannot be edited here. Reopen the settlement on the show day to change them.

Categories

New tours start with a full set of categories so most costs have somewhere to go.

• Expenses: Fuel, Transportation, Parking & tolls, Lodging, Meals, Per diems, Catering & hospitality, Crew & personnel, Commissions, Production, Backline & rentals, Venue & rehearsal, Merch, Marketing, Freight & shipping, Repairs & maintenance, Supplies, Insurance, Visas & immigration, Taxes & withholding, Other.
• Revenue: Guarantee, Door, Ticket sales, Overage, Settlement, Merch, Bar, VIP & meet and greet, Support fee, Sponsorship, Tour support, Streaming & broadcast, Sync & licensing, Grants & funding, Other.

Who can see the money

To take the numbers home, see Reports and exports.