Expenses & Commissions

Adding an expense

On Expenses, click Add Expense — or on a trip, Add expense, which links it to that trip. Then:

• Category — one of 21: Tour Guide, Driver, Hotel/Accommodation, Nile Cruise, Transportation, Flights, Entrance Fees, Meals, Activities & Tours, Airport Staff, Hotel Staff, Ground Handler, Tipping, Permits/Permissions, Toll Fees, Parking, Fuel, Office Expenses, Marketing, Software/Subscriptions, Other.
• Supplier — for categories paid to a supplier, pick one of your suppliers that fills that role (your restaurants for a meal, your hotels for a hotel); otherwise type a name. The supplier type is set from the category.
• Amount (above 0) and currency — every supported currency, starting from your agency’s.
• Expense date, description and notes.
• Trip — optional; link it so the cost counts in that trip’s P&L.
• Receipt link — a web link (http or https) to the receipt, e.g. in Google Drive. Receipts are not uploaded into the app.
• Status — Pending, Approved, Paid or Rejected. Once Approved or Paid, the payment method (Cash, Bank Transfer, Credit Card, PayPal, Company Card), date and reference appear. A Paid expense with no payment date gets today’s.

Click Add Expense (or Update Expense when editing).

Expenses page with add expense form, filters, and expense list

Managing expenses

• Filters — search, status, category, supplier type and a date range.
• Views — a list, a grid, and a chart of spend per category (per currency).
• Mark as paid — on an approved expense in the list. A pending one is approved first.
• Export CSV — the list as it is filtered, ready for Excel (non-Latin text included).
• The expense page — click an expense for its details, its trip, and the link to its receipt; Edit opens the form.

Who can do what

• Members add and edit expenses (on their trips, or on the Expenses page).
• Managers and admins approve, pay, reject and delete them, and have Commissions.
• Viewers see neither.

Commissions

• Receivable — commission paid to you, e.g. by a hotel or a shop for the guests you bring.
• Payable — commission you owe, e.g. to an agent or a partner who sold the trip.

Generated from a trip

On an itinerary, Generate commissions creates them from its services and their suppliers’ commission settings: a supplier who pays you is a receivable on what the service costs from them; a supplier you pay is a payable on your profit on the service; and a service marked as sold by someone pays that seller their rate of your profit. A service is generated once — running it again adds nothing. Services that cannot be worked out (no rate, no cost, no profit) are listed with the reason.

Added by hand

1. On Commissions, click Add Commission.
2. Choose Receivable or Payable and a category: Hotel, Shopping, Restaurant, Transport, Cruise, Attraction, Optional Tour, Activity, Show/Event, Spa/Wellness, Agent Referral, Partner or Other.
3. Enter the base amount and rate — the amount is worked out — or the amount itself, and its currency (your agency’s to start with).
4. Link a supplier and a trip if you like; set the dates, the source and the status: Pending, Invoiced, Received, Paid, Cancelled or Disputed.

Every field can be changed with Edit.

Commission Tracking page with summary cards, filters, and commission list

Tracking them

• Cards: Receivable, Payable, Pending In, Pending Out, Received, Paid Out and Net, per currency. Cancelled commissions are left out; anything not yet received or paid is pending.
• Filter by type, category or status; search by source, description, supplier or trip.
• The check mark settles a pending, invoiced or disputed commission: Mark as Received for a receivable, Mark as Paid for a payable.

Receivables, Payables & Supplier Invoices

Aging of what clients owe and what you owe, and matching supplier bills to expenses, are in Invoices & Payments.

Reports

Reports (Home, managers and admins) is the yearly financial dashboard. Pick a year, then:

• Overview — headline figures and spend by category
• Revenue — by quarter and by month
• Cash Flow — month by month, with receivables and payables
• Tax Summary — revenue, expenses and taxable income; VAT collected is the tax on your invoices. VAT you paid is not tracked (expenses carry no tax line), so it is shown as not available rather than estimated.
• Commissions — by type and by recipient

Every table has a CSV export button.

Reports page with Overview, Revenue, Cash Flow, Tax Summary, and Commissions tabs