Expenses

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

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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:

4. Click Save

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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

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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.

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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

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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.

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Visibility

Expense visibility is role-dependent: This means administrators have a complete picture of spending, while members and crew only see what they have submitted.

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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.