Logging an expense
Bought something for the show? Log it with the receipt so you can be paid back.
Log it
- Open your show and go to the Expenses tab.
- Fill in the Vendor (the store), the Amount, a Category and the Payment method you used.
- Under Reimburse, leave Me, or pick whoever should be paid back. Check the Date, and add a Description if it helps.
- Add the Receipt: choose a picture of it, or click Take photo. A receipt is required: JPEG, PNG or WebP, under 5 MB.
- Click Log expense.
Made a mistake?
You can’t change an expense’s details once it’s logged, but while it’s still Pending you can click Delete on it and log it again. Its receipt is deleted with it.
Once it’s been reimbursed, ask someone with Can edit on the show to fix or delete it.
Getting paid back
Your expense shows as Pending until someone marks it Reimbursed. That’s whoever paid you back, or you, if you were repaid another way, such as from petty cash. Under the status you’ll see who marked it and when. Once you mark your own expense reimbursed, you can’t undo it yourself.
Didn’t pay out of your own pocket, for example with the theater’s card? Untick Reimbursement required. The expense is then marked Approved once it’s been reviewed.
Everyone on the show can see the show’s expenses.
For whoever looks after the show's money
Owners, admins, staff and anyone with Can edit on the show also see a Summary of the totals by category, payment method and status. Download expenses saves them as a spreadsheet.
Once you’ve paid someone back, click Mark reimbursed on their expense (Mark approved when no reimbursement was needed). Mark pending undoes it, even when the person marked it themselves.
Edit fixes any expense’s details, and Delete removes it and its receipt, whatever its status.