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 Money 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 Money, then + in the bottom bar.
2. Choose Expense or Income.
3. Enter the amount. It is dated today. Tap the date to change it.
4. Pick a category, like Fuel, Lodging or Per diems. Tap More to see them all. To add your own, tap More, type a name, and tap the row that adds it as a new category.
5. Add a description, like “Fuel, Chicago to Denver”.
6. For an expense, tap Paid by and choose who paid (see below).
7. On a Tour Package, choose Who can see this.
8. Tap Save.

You can also add an expense from the day itself: open the day from the Tour tab and tap Add next to Money, or on Today tap the + in the bottom bar, then Expense. The date is filled in for you.

Add an expense or revenue on the web

On the webapp.tourouter.com in any browser

1. Open Money in the left rail.
2. Under Ledger, click Add an expense or Add income.
3. Enter the Amount and the Date.
4. Pick a Category. Click More to see them all. To add your own, click New category and type a name.
5. Add a Description, like “Fuel, Chicago to Denver”.
6. For an expense, click Paid by and choose who paid (see below).
7. On a Tour Package, choose Who can see this.
8. Click Save.

You can also click Add in the left rail and choose Expense or Income. With a date open, the new line goes on that date.

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 Money, or tap Paid by while adding one.
2. Choose one:
   • The tour, when it came out of tour money (on a Tour Package it shows as your band’s funds)
   • a person from Team and crew, or someone else from your contacts, like the driver
   • on a Tour Package, one of the Bands on this tour
3. Not sure yet? Pick Not sure yet. Lines without a payer show under Needs a payer on Who paid.
4. Tap Save.

On the webapp.tourouter.com in any browser

1. Open the expense on Money, or click Paid by while adding one.
2. Choose one:
   • The tour, when it came out of tour money (on a Tour Package it shows as your band’s funds)
   • a person from Team and crew
   • on a Tour Package, one of the Bands on this tour
3. Not sure yet? Pick Not sure yet. Lines without a payer show under Needs a payer.
4. Click Save.

To see every expense by the person who paid it, open Money and tap or click Who paid.

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

Change or delete an entry

On the phoneThe Tourouter app on iOS or Android

1. On Money, tap the line in the ledger.
2. Change any field and tap Save.
3. Or tap Delete expense or Delete income, then Delete. Totals update immediately.

On the webapp.tourouter.com in any browser

1. On Money, click the line in the Ledger. It opens as Edit expense or Edit income.
2. Change any field and click Save.
3. Or click Delete expense or Delete income and confirm. Changed your mind? Click Undo on the message that appears.

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.