Budget & Logistics (Money > Budget & Logistics) is your tour's Master Budget: what you plan to make and spend, next to what really happened. OVERVIEW: one strip (Budget, Spent so far with % used, Remaining, Projected net, Actual net), a Needs a look line (lines over budget, spent but not budgeted, missing receipts), then Budget vs. actual by category (budget, actual, remaining, a used bar; a line over its budget turns pink) beside Logistics (bus, flights, crew wages) and Coming up (next deposit, next shows). One budget, one set of math everywhere (the full-page Master Budget link now opens this same page in Edit mode). It follows the leg picked in the header: switch legs there and the budget moves to that leg (All legs shows the whole tour). The Cash Report workbook on Reports uses the header's leg too.
FOUR VIEWS (tabs across the top):
- Overview: projected and actual income, costs and net with the variance, settlement progress, open items (missing receipts, lines over budget, spending you never budgeted), next show, next deposit, the budget by section, upcoming shows, and a logistics snapshot.
- Budget: the budget itself. View reads like a report: Income, Fixed Costs, Variable Costs and Other, each with a Projected / Actual / Variance subtotal you can still see when the section is folded, and a Source for every line (Shows, Bus deal, Air planner, Roster, Line items, Manual, Per show, Waterfall, % of income, % of costs, Fixed $). Edit is where you build it: tick lines on or off, type amounts, add line items (count x rate), pin a percentage row to a fixed dollar amount, use your own number instead of a live one, the catering waterfall, per-show amounts, and Seed from actuals (actual spend plus 10% on cost lines).
PLANNING A BUDGET, OR NONE YET: see the Plan a budget article.
CURRENCY: Bus and Hotel actuals (and hotel bookings) add foreign charges in US dollars at Money's current rates, the same as the rest of Money. Before 2026-10-07 they added the raw numbers, so 2,222 Danish kroner counted as $2,222.
HOW THE NUMBERS WORK:
- Show Guarantees: booked shows' guarantees. A cancelled show counts only a deposit you actually received.
- Bus, Flights, Per Diem, Crew Wages pull live from Bus, the Air planner and your roster's pay. Line items on the row win over the live number; "Your number" lets you type your own.
- Commissions and Withholding are a % of gross income (reimbursements left out). Contingency is a % of fixed + variable costs. Any of the three can be pinned to a fixed dollar amount.
- Actual income counts only SETTLED shows (the same income number Money Home uses), plus deposits you've actually received.
- Actual costs come from your expenses by category. Anything with no matching category lands on Misc / Other, so nothing goes missing. Crew Wages actual comes from finalized Crew Pay; Per Diem actual is Per Diem expenses plus Crew Pay per-diem days. Bus actual adds paid bus invoices not already logged as an expense.
WHO CAN OPEN IT: needs the tour budget permission. If Budget & Logistics isn't in your Money menu, your role doesn't include it: ask your TM. Artist logos for your PDFs are in Money > Settings > Files & branding.
Bus and hotel invoices are NOT automatic. Reviewing and approving an invoice a vendor or business manager sent doesn't put it on the budget by itself, many TMs are only signing off on someone else's paperwork, not entering fresh spend. Each invoice row has its own "Send to budget" button (the one with the ATOM mark, the same button everywhere money is sent to the budget): click it and that invoice becomes a real logged expense, counted in Actual the normal way. It then reads "On budget"; click that to unlink (the expense itself stays, delete it separately from the Expenses tab if you really want it gone).
SWITCHING A ROW OFF (the tick box in Edit): leaves that line's PLAN out of the budget, so it adds nothing to Projected. Money you actually spent on it still counts in Actual, always. A switched-off row with real spending stays on the sheet, marked Off, so the rows add up to the totals. Switched-off rows with no spending hide outside Edit (the group header says how many are off).
Flights: Projected and Actual are DELIBERATELY different sources. Projected reads the Air Planner: booked trips, plus trips where you chose a flight with Use in budget (never the cheapest live fare on its own). Actual reads real logged expenses in the Air Travel category only, the same way every other Auto category does; the planner never feeds Actual, even for a booked trip. Log the real ticket cost as an expense once it's paid to see it in Actual.
THE TOP STRIP: the left three are the plan for the whole tour (income, costs, net). The right three are what has actually happened so far, each shown as a % of the plan. A low % just means the tour isn't over yet, not that you are short. Shows count show and festival days only, so per-show lines never multiply by travel or off days.
PER DIEM IN THE BUDGET: nobody gets per diem unless an admin assigns it. Until you answer Include per diem in this budget? (Edit, open the Per Diem line), the budget counts only the per diem runs you built. No = $0. Yes, help me work it out = tick who gets it; each person's paid road days on the calendar (inside their own tour dates) x the rate (their own per diem rate if set, else the rate you type, else the tour rate). If you had typed your own number on the Per Diem line (it says Your number), answering Yes or No switches the line back to this answer. Days at home never count.
THE BUDGET SPREADSHEET IS LOCKED: the Excel button on Imports & Exports gives a workbook whose formulas can't be typed over; the blue cells (counts, rates, typed budgets and actuals) stay editable and the totals update. To unlock it in Excel, choose Review, then Unprotect Sheet, and enter the tour's lock code from Money > Settings > Money setup > Spreadsheet lock code. ATOM makes that code once per tour and keeps it, so nobody has to remember a password. Only the TM or an admin who can edit money sees it; someone who can only view money gets an unlocked copy. The reports you send (Road Report, Workbook, Expense and Card reports) are not locked.