Expenses & pay

What it's for

Members often pay for the band themselves – fuel, a train ticket, strings, a rehearsal room. In Expenses they submit what they paid, with a photo of the receipt. A band admin approves it, and the band pays it back. On a member's Pay tab the band also records how that member is paid (a fixed fee per gig or an equal share), which fills in a gig's payouts in one click.

When to use it

You paid for fuel or tickets on the way to a gig and want the money back.
You approve or reject what members have paid for the band.
You agree with a member how much they get per gig.
You pay the players after a gig and want to do it quickly from your banking app.

How to

Submit an expense

You need: Being a member of the band. Expenses is in the menu for everyone with See own earnings; people who see all finances find it as a tab in Finances.

Open Expenses and select New expense.
Fill in What for, the Amount and the Date, and pick a Category (Fuel, Travel, Accommodation, Food, Equipment or Other).
If it was for a gig, choose it under Gig; otherwise leave Not for a gig.
Add a photo or PDF of the receipt under Receipt (photo or PDF) – up to 10 MB.
Select Submit.

Result: The expense shows as Waiting for approval and the band admins get a notification. Until it is reviewed you can still Edit it or Withdraw it.

Approve or reject an expense

You need: The Approve expense claims permission (Band Admin by default).

Select Expenses to approve under the quick filters in the menu, the item on the dashboard, or the notification.
Open the Receipt to check it.
Select Approve – or Reject, write the Reason and confirm.

Result: The member gets a notification. An approved expense for a gig becomes a cost of that gig; one without a gig waits under Approved to be paid back. You can still reject an approved expense, or approve a rejected one, until it is paid.

Pay expenses back

You need: The Record fees & expenses permission.

Expenses for a gig are paid together with the member's payout: on the gig's Payouts page the member's row shows + … expenses to reimburse. When you set Paid on for that member (or Mark all paid today) and select Save, their expenses are marked as paid too.
Expenses without a gig: in Expenses, filter Approved and select Mark reimbursed once you have sent the money.
Marked one by mistake? Select Not reimbursed yet.

Result: The expense shows as Paid with the date. The year's Expenses in Finances include approved expenses; those not for a gig are listed in the tile's note.

Agree how a member is paid

You need: See all finances to see it, Record fees & expenses to change it. Members always see their own.

Open Members, select the member and open the Pay tab.
Under How they're paid choose Fixed fee per gig (and enter the amount), Equal share of the gig, or Nothing agreed / individually.
Add a Note if something else was agreed, then select Save.
On a gig's Payouts page, select Fill in agreed fees: fixed fees are filled in first, then what's left of the fee after costs is split equally among the members paid a share. Deps and members with nothing agreed are left as they are.

Result: Each member's row on the payouts page shows what was agreed. You can still change any amount by hand before you save.

Add your bank account

Open the account menu, select Profile and open the Pay tab.
Enter your Bank account – a Czech account number like 19-2000145399/0800, or an IBAN – and, if it isn't your own name, the Account holder.
Select Save.

Result: On a gig's Payouts page, people who may see your details get a QR button next to your name. It shows a QR payment code for what the band owes you (fee plus expenses) – Czech QR payment for CZK, the European SEPA code for EUR. Pulse never sends money itself; the band scans the code in its banking app and then selects Mark as paid today.

Permissions and limits

Every member can submit and follow their own expenses. Other members never see them.
Approve expense claims approves and rejects expenses (Band Admin by default; you can give it to other roles in Settings → Permissions). People with it, and people with See all finances, see all the band's expenses and receipts.
Record fees & expenses marks expenses as paid and changes agreed pay (Band Admin and Band Manager by default).
Agreed pay is seen by the member and by See all finances (Band Admin and Band Manager by default).
Bank accounts are seen only by the person and by See sensitive details (date of birth, emergency info) (Band Admin by default) – so only they get the QR code on the payouts page.
New expense claims and agreed pay need the Pro plan; claims already submitted can still be approved and paid – see Plans.

Examples

Fuel to a festival

Jana drives to the festival and pays for diesel. In Expenses she selects New expense, enters "Diesel to Brno", the amount, picks the festival under Gig and takes a photo of the receipt. The admin approves it. After the gig, Jana's payout row shows her fee + expenses to reimburse; the admin scans the QR code, pays both in one transfer and selects Mark as paid today and Save.

A fixed fee for the sound engineer, shares for the rest

On the sound engineer's Pay tab the admin sets Fixed fee per gig to 2 000; the four musicians get Equal share of the gig. On a gig with a fee of 18 000 and 2 000 of costs, Fill in agreed fees gives the engineer 2 000 and each musician 3 500.

Common mistakes

Choosing no Gig for an expense that was for one – it is then paid separately instead of with the payout, and isn't counted in the gig's costs.
Rejecting without a clear Reason – the member only sees what you write.
Marking a payout as paid but forgetting to select Save on the payouts page – the expenses stay unpaid too.

Troubleshooting

There is no QR button next to a member on the payouts page.: The member hasn't entered a bank account on their profile's Pay tab, you don't have See sensitive details, the payout is already paid, or there is nothing to pay. The QR code works for CZK and EUR; for other currencies the dialog shows the account to copy.
I can't change my expense any more.: Once an expense is approved or rejected, only a band admin can change its decision. Ask them, or withdraw a rejected expense and submit a new one.
An approved expense doesn't show on the gig's payouts page.: Check that the expense has the right Gig. Only approved and paid expenses are shown; expenses still waiting for approval are not.