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The Accounting section in Fanhaven helps you track the financial picture beyond just sales revenue. Record expenses, manage reimbursements, and maintain a tour-level ledger.

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Expenses

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Adding an expense

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Open the accounting page from the dashboard.
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Click “Add Expense”
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Enter the expense details:
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FieldDescriptionDescriptionWhat the expense is forAmountDollar amountCategoryType of expense (travel, supplies, labor, etc.)DateWhen the expense occurredEventAssociate with a specific event (optional)ReceiptUpload a photo or document
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Submit
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The expense is added to the tour ledger.

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Expense categories

Organize expenses into categories for cleaner reporting:
  • Production — Stage setup, equipment rental, transport
  • Labor — Staff wages, temporary help
  • Supplies — Bags, tags, display materials
  • Travel — Gas, hotels, meals
  • Marketing — Promotional materials, ads
  • Other — Miscellaneous expenses

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Reimbursements

When team members incur expenses on behalf of the tour, they can submit them through the accounting system for reimbursement tracking.

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Ledger

The ledger provides a complete financial timeline for your tour:
  • Revenue entries — Sales income from all channels
  • Expense entries — All recorded expenses
  • Adjustments — Refunds, comps, and other non-standard entries
  • Running balance — Net financial position of the tour

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Exporting the ledger

Export the full ledger as a CSV or formatted report for:
  • Tax preparation — Hand off to your accountant
  • Tour settlement — Final financial reconciliation
  • Label/management reporting — Financial summaries for stakeholders
The ledger is a view of all financial activity on the tour. For detailed sales breakdowns, use the Reports system. For payout details, see Payouts.

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Best practices

  • Record expenses in real time — Don’t wait until the end of the tour. Logging expenses as they happen prevents lost receipts and forgotten costs.
  • Categorize consistently — Use the same categories across tours for meaningful comparisons.
  • Attach receipts — Always upload receipt photos. You’ll thank yourself at tax time.
  • Review regularly — Check the ledger weekly during a tour to catch errors early.