Manage (custom) expenses for bookings
Stagent makes it simple to manage and track your expenses for bookings, follow these easy steps to add and manage expenses for your bookings on Stagent.
Step 1: Navigate to the Specific Event
To manage expenses for a booking, first, access the event overview page. You can do this by clicking on the "Bookings" tab in the left-hand menu and selecting the event you want to manage. You can also use the search bar to find your event.
Step 2: Add Expenses to Your Booking
Once the booking is created, you can begin adding expenses. Click on the "Finance" tab within the booking, then select "Add Expenses." You can enter a custom expense description or select an itinerary item you’ve previously added.
Step 3: Fill in the Expense Value and Set the Handler and Payer
Make sure to enter the expense value, including VAT. For each expense, you'll need to specify who is handling (pre-paying) the expense and who will be invoiced. These details must be correct before you generate the invoice!
Example 1:
- Flight handler: Artist
Flight payer: Buyer
In this case, the artist pays for the flight initially, but the buyer will be invoiced.
Example 2:
- Accommodation handler: Agency
Accommodation payer: Buyer
Here, the agency covers the accommodation upfront, but the buyer is invoiced.
Example 3:
- Additional costs handler (drinks): Agency
- Additional costs payer: Artist
In this example, the costs are deducted from the artist fees on the statement.
This setup ensures the expense is applied correctly to the invoice. Additionally, expenses work with Statements, so the recouped amount will be reflected in the Artist Statement.