What are the best tools and templates for tracking and reporting stage management expenses?

1 Spreadsheet software

One of the most common and versatile tools for tracking and reporting stage management expenses is spreadsheet software, such as Excel, Google Sheets, or Numbers. You can create your own custom templates or use existing ones that suit your needs. Spreadsheet software allows you to enter, organize, and calculate data, as well as create charts, graphs, and tables for visual presentation. You can also share and collaborate on your spreadsheets online, and export them to different formats, such as PDF or CSV.

2 Budget template

A budget template is a spreadsheet that helps you plan and monitor your income and expenses for your theatre production. It usually includes categories such as revenue, personnel, marketing, operations, and contingency, as well as subcategories for each item. A budget template can help you estimate your costs, track your actual spending, and compare your variance. You can also use formulas and functions to automate calculations and update your totals. A budget template can be adapted to different types of theatre productions, such as plays, musicals, or festivals.

3 Expense report template

An expense report template is a spreadsheet that helps you document and justify your expenses for your theatre production. It usually includes information such as date, description, amount, category, and receipt number for each expense. An expense report template can help you organize and summarize your expenses, as well as provide proof of your spending. You can also use filters and pivot tables to analyze and group your data by different criteria. An expense report template can be used to report your expenses to your producer, director, or funding body, and to claim reimbursement if applicable.

4 Expense tracker app

An expense tracker app is a mobile application that helps you record and manage your expenses for your theatre production on the go. You can use your smartphone or tablet to scan receipts, enter data, and sync with your online account. An expense tracker app can help you save time and paper, as well as access your data anytime and anywhere. You can also use features such as charts, reports, and alerts to monitor your spending and stay on budget. An expense tracker app can be integrated with your spreadsheet software or other accounting tools.

5 Online accounting tool

An online accounting tool is a web-based service that helps you handle your financial tasks for your theatre production. You can use it to create invoices, track payments, manage taxes, and generate reports. An online accounting tool can help you streamline your workflow and automate your processes, as well as comply with legal and ethical standards. You can also use it to collaborate with your team members and stakeholders, and to access your data securely and remotely. An online accounting tool can be customized to your specific needs and preferences.

6 Project management tool

A project management tool is a software that helps you plan, execute, and control your theatre production. You can use it to create tasks, assign roles, set deadlines, and monitor progress. A project management tool can help you coordinate your activities and resources, as well as communicate and share information with your team members and stakeholders. You can also use it to track and report your stage management expenses, as well as other aspects of your theatre production, such as script, design, rehearsal, and performance.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?