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Manage (custom) expenses
Manage (custom) expenses

Learn how to add expenses for itinerary items or custom expenses related to your booking.

Updated over a week ago

How to Manage Expenses for Bookings on Stagent

Stagent is a powerful platform that allows you to easily manage and track your expenses for bookings. Whether you are a freelancer, small business owner, or just someone who needs to keep track of expenses, Stagent has got you covered. In this tutorial, we will walk you through the process of managing and entering expenses for bookings on Stagent.

Step 1: Navigate to the Specific Event

To manage expenses for a booking on Stagent, you will first need to access the event overview page. This can be done by clicking on the "Bookings" tab on the main menu (left) and selecting the event you wish to manage. Alternatively you can search for your event in the searchbar above the menu.

Step 2: Add Expenses to Your Booking

Once your booking is created, you can start adding expenses to it. This can be done by clicking on the "Finance" tab within the booking and then selecting "Add Expenses". Fill in the description of your custom expense, or select an itinerary item you've added before.

Step 3: Fill in the Expense Value and Determine the Handler and Payer

Ensure you've filled in a value for the expense, including the VAT. Stagent requires for each expense to determine who is initially (pre-)paying the expense and who is supposed to be charged for this expense. Make sure these settings are correct before you generate your invoice!

Example: An artist initially paying for their flight but the 'buyer' needs to be invoiced.

Flight handler = Artist
Flight payer = Buyer

Example: An agency initially paying for accomodation of one of their artists but the 'buyer' needs to be invoiced.
Accomodation handler = Agency

Accomodation payer = Buyer

The above logic will apply the expense on the invoice. Furthermore, expenses also work with Statements, meaning the recouped amount will be aplied to the Artist Statement.


Managing and entering expenses for bookings on Stagent is a simple and efficient process. By following the steps outlined in this tutorial, you can easily keep track of your expenses and stay organized. If you have any further questions or need assistance, please don't hesitate to reach out to our customer support team. Happy booking!

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