Your data is kept in a file on this Mac.
People you met and logged on your phone. Add them to HubSpot, then tick them off here.
Paid events only. Shows which packages sell most and which earn the best margin.
Showcases held in this period, with all the work that came from them so far, whenever it happens. Direct work was linked to the showcase itself; indirect work came from one of those bookings, such as a referral. Return is gross profit from that work divided by what the showcase cost, including any everyday expenses linked to it (such as a follow-up coffee).
What you’ve paid or owe each freelancer for events in this period. “Operators (not named)” is the imported operator cost on events where nobody was named. Open the event to split it into people.
A management summary from the ledger to help your accountant, not a set of statutory accounts. Corporation tax is an estimate at your provision rate, with kit deducted in full in the year it was bought.
| Date | Event | Client | Revenue | Costs | Gross profit | Margin | Deposit | Balance | Freelancers | Cost status |
|---|
The line is your balance at the end of each month. Bars show money in above the line and money out below it. Click a month for the detail.
| Month | Starts with | In, received | In, expected | Out, paid | Out, expected | Ends with |
|---|
It starts from the last balance you checked against your bank, then adds and takes off everything after it. Payments you’ve marked as received or paid use the date you entered. Anything on the same day as your bank check that was already logged when you checked is treated as already in that figure.
Expected money uses its due date: unpaid deposits and balances on their due date (or today, if already overdue), freelancers within your payment terms after each event, and travel, accommodation and other event costs on the event date. Film leaves on the day you buy it, plus an expected top-up two weeks before any event your stock won’t cover. Overheads and kit fall on the 1st of the month they’re due. Salary, dividends and money between you and the company use their dates.
Corporation tax isn’t included: it’s due nine months and a day after your accounting year ends. Check your bank every week or two so small differences don’t build up.
| Date | What for | Category | Paid from | Receipt | Amount |
|---|
| Cost | Category | Amount | How often | From | Until | Per month |
|---|
| Item | Bought | Paid from | Receipt | Cost |
|---|
| Client | Next event | Last event | Events | Revenue | Owed | Portal |
|---|
Operators at their home postcode, events at their venue. Click an operator to see how far they’ll travel.
Scroll or pinch to zoom, drag to move around. Hover over a pin to see who or what it is.
| Operator | Area | Status | Onboarding | Jobs | Last job | Next job | Day rate | Paid to date |
|---|
| Date | What | Amount | Repeats | Owed to you |
|---|
Future dates are treated as planned and appear in your cash flow forecast. Salary counts as a business cost in your profit. Dividends and repayments don’t, because they aren’t costs. Tax rules on salary, dividends and director’s loans change, so check amounts and timings with your accountant.
| Date | Supplier | Prints | Cost | Per print |
|---|
| Date | Event | Prints | Per print | Film cost |
|---|
How it works: each type of film (black, white, other) has its own stock and its own average cost per print. When one order mixes types, its cost is shared across them by number of prints. Each event is costed at the average for its film type on its date, so a new order only changes events after you bought it. Purchases leave your bank on the day you buy; events only carry the film they used, so nothing is counted twice.
In your sheet, select the header row and every event row, copy, and paste here. Columns are matched by their headings, so the order doesn’t matter. Calculated columns are worked out again here, and events already in your ledger are skipped. Sole trader events go in the same way: anything dated before the incorporation date in Settings is kept as history automatically.
Events before the incorporation date are kept as sole trader history: they show in Insights and links but not in the company’s money figures. 19% is the small profits rate of Corporation Tax. Your accounting year end is on your Companies House record. A new company’s first accounting period can run longer than 12 months, so check the date with your accountant. The VAT threshold has been £90,000 since April 2024; update it here if it changes.
Connect the Google form from the setup guide. While the Ledger is open it checks for new answers every 10 minutes, fills in each operator’s record and lets you know.
Your privacy notice says you keep freelancers’ details for up to two years after their last job, and leads for two years. Anything past that shows here, ready to delete. Deleting an operator doesn’t touch what you paid them: those records stay with the events, as the law requires.
Everything is saved straight away to one file on your Mac. A copy is kept for each day you use the app, in the Backups folder beside it (the last 120 days).
CSV files open in Excel, Numbers or Google Sheets.
Attach their Operator Brief and Activation Schedule before you send.