> ## Documentation Index
> Fetch the complete documentation index at: https://docs.roadcase.app/llms.txt
> Use this file to discover all available pages before exploring further.

# Expenses

> Track expenses with categories, receipts, and event association.

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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.


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