> ## Documentation Index
> Fetch the complete documentation index at: https://docs.fanhaven.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Accounting

> Track tour expenses, manage your ledger, and maintain financial records.

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.

## Expenses

### Adding an expense

<Steps>
  ### Navigate to Finance → Accounting

  Open the accounting page from the dashboard.

  ### Click "Add Expense"

  Enter the expense details:

  | Field           | Description                                     |
  | --------------- | ----------------------------------------------- |
  | **Description** | What the expense is for                         |
  | **Amount**      | Dollar amount                                   |
  | **Category**    | Type of expense (travel, supplies, labor, etc.) |
  | **Date**        | When the expense occurred                       |
  | **Event**       | Associate with a specific event (optional)      |
  | **Receipt**     | Upload a photo or document                      |

  ### Submit

  The expense is added to the tour ledger.
</Steps>

### 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

### Reimbursements

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

## 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

### 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

<Info>The ledger is a view of all financial activity on the tour. For detailed sales breakdowns, use the [Reports](/reports/overview) system. For payout details, see [Payouts](/finance/payouts).</Info>

## 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.