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Expense categories organize your team’s spending into meaningful groups. Roadcase provides a set of default categories when you create an artist, and administrators can add custom categories to match how your operation actually tracks costs.

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Default categories

Every new artist starts with these built-in expense categories:
  • Gas/fuel
  • Food and catering
  • Lodging
  • Transportation
  • Equipment
  • Merch
  • Marketing
  • Miscellaneous
These cover the most common touring expenses out of the box. You can use them as-is or customize them to fit your needs.

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Creating custom categories

Administrators can create custom expense categories:
  1. Navigate to Settings > Expense categories
  2. Click New category
  3. Enter a name for the category
  4. Save
Your custom category is immediately available to all team members when logging expenses.

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Examples of custom categories

Depending on your operation, you might add categories like:
  • Backline rental
  • Tolls and parking
  • Flights
  • Bus/RV fuel
  • Production costs
  • Insurance
  • Visa and work permits
  • Rehearsal space
  • Storage
Keep your category list focused. Too many categories make it harder for team members to choose the right one. Aim for categories that map to how you actually review spending — whether that is for tax reporting, tour accounting, or budgeting.

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Editing and deleting categories

Administrators can edit or delete custom categories from Settings > Expense categories.
Deleting a category does not delete expenses that were assigned to it. Those expenses will remain in your expense list but will no longer have a category association.

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How categories help with reporting

Categories make it easy to filter and review spending. On the expenses page, filter by category to see:
  • Total spending in a category over a date range
  • Which team members are spending in each category
  • Category breakdowns for a specific tour run
This is valuable during tour accounting, tax preparation, and budgeting for future runs.

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Per-artist scoping

Expense categories are scoped to individual artists. If you manage multiple artists, each one has its own set of categories. This lets you tailor categories to each act’s spending patterns.