Guides › Handling cash and bank deposits on tour
Handling cash and bank deposits on tour
Updated October 7, 2026 · 3 min read
Cash is still common on tour: guarantees settled in cash, merch sales, buyouts. It is also the easiest thing to lose. A consistent routine protects the money and the person responsible for it.
Free templates for this guide
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Cash and deposit log
Track cash in from shows and merch, bank deposits, and running cash on hand.
Show settlement sheet
Box office, show expenses, guarantee, versus and plus-backend deal math, merch split, deposits and balance due, all with formulas.
Merch count and settlement sheet
Count in, adds, comps and count out per item and size, with sold units, gross, venue fees on soft and hard goods, and net.
See the complete free resource library for budgets, riders, checklists and more.
Step 1: Count with a witness
Count settlement cash in the production office with the promoter rep before you sign anything, and count merch cash with the merch seller at the end of the night. Two people, one count, written down. If it doesn’t match the paperwork, sort it out then, not tomorrow.
Step 2: Log it immediately
Every cash movement goes in the cash log: date, source (settlement, merch, buyout), amount in, amount out, and the running balance. The free cash and deposit log below calculates the running balance for you. Note who counted and, ideally, have both people initial.
Step 3: Separate the money
Keep separate envelopes or bags for settlement cash, merch cash, per diem cash and a petty cash float. Mixing them makes it impossible to reconcile. Label everything.
Step 4: Store it safely
- Keep cash in one locked bag or case with one responsible person.
- Don’t leave cash in the van overnight.
- Use the hotel safe when there is one.
- Don’t talk about cash amounts in public or on social media.
Step 5: Deposit often
Don’t carry a whole tour’s cash. Deposit at a branch of your bank when the route allows, or at an ATM that accepts deposits. Record each deposit in the log with the date, amount and branch, and keep the receipt. A good rule is to deposit whenever cash on hand passes the amount you would be comfortable losing.
Step 6: Reconcile weekly
Weekly, compare total cash taken in against deposits, expenses paid in cash and cash on hand. Any difference should be explained. Small differences happen; big ones need attention right away.
Crossing borders with cash
Many countries require you to declare cash above a set amount when you cross a border. Check the rules for every crossing before you travel and declare when required. Depositing before a border is usually simpler.
Example cash log (EXAMPLE numbers)
| Date | Source | In | Out | Balance |
|---|---|---|---|---|
| Oct 1 | Settlement, Chicago | $1,200 | $1,200 | |
| Oct 1 | Merch cash | $640 | $1,840 | |
| Oct 2 | Per diems | $350 | $1,490 | |
| Oct 3 | Bank deposit | $1,200 | $290 |
Who handles cash
Choose one person to hold tour cash, usually the tour manager. Others hand cash to them and get a written count. When one person is responsible, it’s clear who to ask and nothing falls between people.
Card and transfer settlements
Many promoters pay by check or transfer instead of cash. Record these too, with the expected date and amount, and check they arrive. A transfer that never lands is easy to miss if you only track cash.
Common cash mistakes
- Not counting in front of the promoter.
- Mixing merch and settlement cash.
- Carrying too much cash for too long.
- Paying expenses from cash without logging them.
How TRMNGR helps
TRMNGR has a Cash Deposits page in Production Office. Its Cash Summary shows Total Cash From Settlements (from the Cash Worksheet in each show’s settlement), what you have Deposited, and what is Remaining on hand. Tap Make Deposit to record the date, amount and a note, and Go To Settlements to check a show. Cash Deposits is off by default for new crew, so only the people you choose can see it.