Expenses, budget and result

Ticket sales are only half of the picture. Open an event and go to Expenses & result to track what the event costs you, compare it with a budget and see, at any moment, what you keep.

Available on every plan. Owners and staff can add and change expenses; only owners edit the budget and the categories.

The result at a glance

The top of the page shows four numbers:

• Net revenue — ticket and add-on revenue excluding VAT, after refunds. That is the figure that belongs next to your costs, which are also entered excluding VAT.
• Committed expenses — everything that is ordered, invoiced or paid. Quotes are only counted in "planned".
• Result — net revenue minus committed expenses. A second line shows the result if every planned cost lands.
• Break-even — how many tickets you need to sell, at your current average net price per ticket, to cover all planned costs.

The same summary appears on the event's overview page.

Adding an expense

Click Add expense and fill in:

• A description, a category and, optionally, the supplier.
• The amount excluding VAT and the VAT rate. The amount including VAT is calculated for you.
• The status: quote, ordered, invoiced or paid. Change it later straight from the list. Marking an expense as paid records the payment date.
• An optional due date and notes.

Open an expense to edit it or to add attachments: the supplier's invoice as a PDF, or a photo of a receipt. See Attachments below.

Automatic cost lines

Two rows are managed by Cleartix and cannot be edited or deleted; they carry a lock icon:

• Cleartix platform fee — the per-ticket fee of your plan, recalculated from your paid orders whenever you open the page or a new sale comes in.
• Payment fees — the transaction costs of Stripe or Mollie, where Cleartix can retrieve them. Until the payment provider has settled a payout the amount may be an estimate; the row says so.

Because these fees are expenses, they are never subtracted from the revenue figure.

Budget

Click Edit budget to set an amount per category, an overall amount, or both. Without an overall amount the category budgets add up to the total. Each category then shows a bar with what is planned against its budget; it turns red when you go over.

Categories

The default categories (venue, artists, catering, marketing, security, rights, Cleartix, payment fees, other) are created in your organization's language the first time you use expenses. Rename them or add your own under Settings → Expense categories. The two categories used by the automatic rows cannot be deleted.

Attachments

Every expense, action item and internal note can carry files:

• PDF, JPEG, PNG or WebP, up to 10 MB per file.
• A thumbnail is generated in your browser when you upload; click it to view the file in the dashboard or download it.
• Files are private: only members of your organization can open them.
• Storage is limited per plan: 250 MB on Free, 2 GB on Studio and 10 GB on Pro.

Templates and the next edition

When you save an event as a template, its manual expenses become the template's recurring cost lines. Every event you then create from that template starts with those lines as quotes, so the next edition begins with last year's figures.

API and assistants

Expenses, budgets, categories and the financial summary are available through the organizer API (expenses:read / expenses:write scopes) and through the MCP assistant tools, so an AI assistant can add an invoice or tell you the current result.