Managing your financial administration does not have to be a headache. This guide explains how to track sales, handle taxes, reconcile payouts, and manage your bookkeeping efficiently within Stager.
The Golden Rules of Stager Accounting
Before diving into the reports, it is important to understand the timeframes for booking your costs and revenue.
Stager costs are accounted for in the month the costs were incurred. In other words: the month you sold the ticket.
Ticket revenue is booked in the month the event takes place. This is the moment you effectively provide the service.
VAT must always be reclaimed or paid in the period the transaction took place.
Always make sure the correct VAT percentage is set in Settings - Ticketing - Ticket types. If this is not set correctly, the VAT amounts shown in all of your accounting reports will be inaccurate.
Required Documents for Accounting
To correctly register your cash flow, you will need the Accounting report and the following documents. You can download all of these directly from the Stager backstage.
The receipt: This shows all costs collected by Stager for the use of the ticketing service in the previous month. It breaks down the number of tickets sold per payment method, the costs including VAT, and the VAT withheld by Stager. You receive an email on the 4th of every month when your receipt is ready. Download it via Settings - Account - Billing.
The invoice: If you pay a fee for your users or send out marketing emails via Stager, we will send you a monthly invoice. You receive an email on the 1st of every month when this is ready. Download it via Settings - Account - Billing.
The payout statement: A statement is generated for every payout made to your bank account. It shows the amount paid out, the payment method, and the receiving bank account number. Find these under Settings - Account - Payouts.
Your Accounting Reports
To check your invoices and register payments, Stager offers three main accounting reports. You can find them by going to Reports - Accounting.
1. Accounting by sales date
You use this report for your primary monthly accounting. As soon as a ticket is sold, the payment is split into costs (your agreed Stager fee) and online ticket sales revenue (which goes to your Adyen sub-merchant account). This report shows exactly what revenue was received for each month and event.
What you will find in this report
What you will find in this report
Date, Project type, Event ID, and Event name: Identifies exactly where the revenue came from.
Revenue minus Stager fees (incl. VAT): The total ticket revenue, minus Stager fees and refunds. This is the net amount that reaches your Adyen account.
Received (excl. VAT): The total ticket revenue excluding VAT. Use this base amount to calculate your turnover.
Refunded (excl. VAT): The total amount of refunded tickets per event. This counts as negative sales.
VAT payable (%): The total VAT that must be paid to the tax authorities, broken down by percentage.
Stager fees (excl. VAT): The costs deducted by Stager for taking care of ticket sales and refunds.
VAT receivable (21%): The VAT component of the fees charged by Stager. If your organization is a taxable entity, you can reclaim this from the tax authorities.
Payout fees incl. VAT: The total administration costs charged per payout.
Pending Stager fees: Costs for payments confirmed in a given period but not yet transferred by the ticket-buyer's bank.
2. Accounting by event date
This downloadable .xlsx report lists all events taking place in a selected month for which tickets have been sold. It updates continuously as new transactions occur.
What you will find in this report
What you will find in this report
Revenue minus Stager fees (incl. VAT): Total ticket revenue minus fees and refunds.
Ticket price revenue (excl. VAT): Total ticket sales excluding VAT.
Service fee revenue (excl. VAT): Total amount of self-imposed service fees (variable or fixed) excluding VAT.
Refunded ticket prices (excl. VAT): Value of refunded tickets excluding VAT.
Refunded service fees (excl. VAT): Value of refunded service fees excluding VAT.
Stager fees (excl. VAT): Total ticketing fees charged by Stager.
VAT receivable (21%): The VAT part of the Stager fees.
3. Accounting by event
You use this report to book events that have already taken place, or to make financial settlements with external partners and promoters. It provides a clean overview of turnover, costs incurred, and ticket amounts for a specific event.
What you will find in this report
What you will find in this report
Gross revenue: Breaks down online ticket revenue, self-imposed service fees, and refunds (both with and without VAT).
Stager fees: Shows the costs charged for online ticket sales and refunds.
Net Revenue: The part that you, the organizer, have left over from the event, minus all costs and excluding VAT.
Visitors: The exact amount of paid tickets, free tickets, and scanned tickets for the event.
How to Record an Event in Your Accounts
Every company sets up its administration differently. We have outlined a standard method below based on the Accounting by sales date report, but always discuss your specific setup with your bookkeeper.
The booking process:
In the chosen month, book the total turnover (including VAT, but excluding Stager costs) into a suspense account. This is the amount you can pay to yourself.
Book the Stager costs and the VAT you can reclaim. You can use your Stager invoice or the amounts from the report for this.
Book the turnover for your event excluding VAT. This is the amount you actually pocket.
Book the VAT you have to pay on your ticket sales.
Basic booking example
Basic booking example
If your event took place on August 12, 2021, and you are doing your administration in June 2021, the accounts might look like this:
Ledger account | Description | Debit | Credit | Period |
Advance admission online | Recette income June '21 | € 20.991,49 | 06-2021 | |
Stager costs | Stager invoice June '21 | € 1.151,25 | 06-2021 | |
VAT to be claimed | Stager invoice June '21 | € 241,76 | 06-2021 | |
Ticketing revenue | Recette income June '21 | € 19.772,42 | 08-2021 | |
VAT to be paid high | Recette income June '21 | € 1.456,98 | 06-2021 | |
VAT to be paid low | Recette income June '21 | € 1.155,10 | 06-2021 | |
Check total | € 22.384,50 | € 22.384,50 |
Booking with project codes and cost centers
Booking with project codes and cost centers
If you organize multiple events, you likely use project codes or cost centers. The Accounting by sales date report includes all the event IDs you need to book turnover and Stager costs per event accurately.
Note: We shortened the event list below for the example, but your debit and credit totals should always balance.
Ledger account | Project code | Cost center | Debit | Credit | Period |
Advance admission online | € 20.991,49 | ||||
Ticketing revenue | Event 1 | 10 | € 2.631,19 | 06-2021 | |
Stager costs | Event 1 | 10 | € 180,00 | 06-2021 | |
Ticketing revenue | Event 2 | 11 | € 6.938,02 | 07-2021 | |
Stager costs | Event 2 | 11 | € 277,50 | 06-2021 | |
VAT to be claimed | € 241,76 | 06-2021 | |||
VAT to be paid high | € 1.456,98 | 06-2021 | |||
VAT to be paid low | € 1.155,10 | 06-2021 |
Final Tips for Success
Stay consistent: Always use the same reporting method (by date or by event date) for your primary tax filings to avoid double-counting.
Payouts are internal: Remember that payouts are simply internal transfers between your Adyen sub-merchant account and your regular bank account. They do not trigger new VAT liabilities.