Expenses

Track expenses with categories, receipts, and event association.

Roadcase lets every team member track expenses. Log what was spent, categorize it, attach receipts, and optionally associate expenses with specific events.

Creating an expense

To create an expense:

1. Navigate to Expenses in the sidebar (or from within an event)
2. Click New expense
3. Fill in the details:

Field	Description
Description	What the expense was for
Amount	How much was spent
Currency	The currency of the expense
Category	The expense category (see below)
Date	When the expense occurred
Event	Optionally associate with a specific event
Receipts	Upload one or more receipt images or files

4. Click Save

Expense categories

Roadcase provides default expense categories when you create an artist. These cover common touring expenses:

• Gas/fuel
• Food & catering
• Lodging
• Transportation
• Equipment
• Merch
• Marketing
• Miscellaneous

Custom categories

Administrators can create custom expense categories to match your operation’s needs. Navigate to Settings > Expense categories to add, edit, or delete categories.

Receipts

Attach receipt images or files to any expense. Each expense can have multiple receipt attachments. This creates a paper trail for:

• Tax reporting
• Reimbursement requests
• Financial audits
• Tour accounting

Event-scoped expenses

Expenses can be associated with a specific event. This is useful for tracking costs tied to a particular show or tour stop:

• Parking at a venue
• Equipment rental for a specific event
• Emergency purchases on-site

When viewing an event, you can see all expenses associated with it.

Visibility

Expense visibility is role-dependent:

Role	Can see
Administrator	All expenses from all team members
Member	Only their own expenses
Crew	Only their own expenses

This means administrators have a complete picture of spending, while members and crew only see what they have submitted.

Filtering and reporting

Filter the expense list by:

• Date range
• Category
• Team member (admin only)
• Event

This makes it easy to pull up expenses for a specific tour run, category, or team member when doing accounting or tax preparation.