Feature · Player expenses

Player expenses, recorded and signed for.

Agencies pay for flights, trials, legal reviews and branding long before a player earns anything. Player expenses records each cost on the player, with the receipt, and has the player acknowledge it by signature. You hold the record; the player has seen it.

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An optional module, off until an owner or admin turns it on. It records costs paid. It never calculates what a player should repay.

How it works

The agency records. The player acknowledges.

Two parties, one record. The agency writes down what it paid, with evidence. The player confirms, by signature, that they know. Relai keeps both sides of that exchange and lets nobody change it afterwards.

The agency pays and records

A flight to a trial, a legal review, a branding shoot. You record the cost on the player's Expenses tab, in the currency you paid, with the receipt beside it. Forward the receipt by email and Relai drafts the expense for you to approve.

The agency sends an Expense schedule

When you want the player to confirm what has been spent, pick the recorded expenses and send one schedule for signature. It can name the agreement that governs the relationship. Those expenses lock while the schedule is out.

The player signs

The player sees the costs, the dates and the receipts, and signs. Each expense becomes acknowledged, the sealed copy is filed on the player, and the record cannot be changed. A player can decline the schedule, and you send a revised one.

The record

One tab per player. Every receipt in reach.

Each expense has a date, a category, the amount in the currency you paid and its receipts. Forward a receipt to your Relai address and it arrives as a proposal you approve, with the email as evidence.

Expenses6

Euro

€2,420.00

Acknowledged€2,050.00

Awaiting signature€550.00

Recorded-€180.00

Pound sterling

£340.00

Acknowledged£0.00

Awaiting signature£0.00

Recorded£340.00

Cost to agency

1 of 6 expenses have one, so there is no total

Date	Description	Receipt	Status	Amount
8 Oct 2026	Correction to “Personal brand shoot”Marketing and branding › Photo shoot	No receipt	Recorded	-€180.00
2 Oct 2026	Northgate Athletic visit, paid in poundsScouting	No receipt	Recorded	£340.00Cost to agency €398.20
20 Sept 2026	Personal brand shootMarketing and branding › Photo shoot		Acknowledged	€1,200.00
12 Sept 2026	Contract reviewLegal		Acknowledged	€850.00
4 Sept 2026	2 nights, AlicanteAccommodation		Awaiting signature	€310.00
3 Sept 2026	Flight for trial at Costa Blanca CFTravel	No receipt	Awaiting signature	€240.00

Recorded, awaiting signature, acknowledged.Locked rows cannot be edited. A mistake on a signed expense is fixed with a correction, which is signed in turn.

Evidence first

The figure on the receipt.

A player should sign the amount they can check against the receipt. So Relai keeps every amount in its own currency and totals each currency apart. A missing receipt is shown, never left blank.

Euro

€2,420.00

Acknowledged€2,050.00

Awaiting signature€550.00

Recorded-€180.00

Pound sterling

£340.00

Acknowledged£0.00

Awaiting signature£0.00

Recorded£340.00

Cost to agency

1 of 6 expenses have one, so there is no total

Totals per currency.

Split by status. Euros and pounds are never added together.

Flight for trialNo receiptRecorded

2 nights, AlicanteAwaiting signature

Contract reviewAcknowledged

Status and receipt on every row.

No receipt is an amber marker you can act on.

Acknowledgement

The player signs. The record locks.

Pick the recorded expenses, name the governing agreement and send an Expense schedule for signature. Once sent, its expenses are frozen. When the player signs, they become acknowledged and the sealed copy is filed on the player.

Expense schedules2 recorded expenses not on a schedule

Schedule	Expenses	Total	Governing agreement	Status	Actions
Expense schedule3 Sept 2026 – 4 Sept 2026	2	€550.00	None	Awaiting signaturesSent 6 Oct 2026
Expense schedule12 Sept 2026 – 20 Sept 2026	2	€2,050.00	None	SealedSigned 22 Sept 2026

What was signed equals the record.A declined or expired schedule releases its expenses so you can send a revised version.

When the relationship ends

One record of what was spent and what was signed.

If a player ends the relationship, generate a Termination report for the date it ended. It records the acknowledged and the not-acknowledged expenses in separate sections, the agreements that ended, and the commission terms that continue after that date, and it cites every sealed schedule and receipt as evidence. Relai states the facts and keeps the record. What the governing agreement and the law allow is for your lawyer, and Relai never calculates it.

An optional module

On when you need it. Off until then.

Not every agency pays costs for its players, so Player expenses is a module. An owner or admin turns it on in Settings › Agency › Modules, and the Expenses tab appears on every player. Turn it off and the tab goes; the records stay.

Settings › Agency › Modules

Player expenses

Record costs the agency has paid for a player, and ask the player to acknowledge them by signature.

On. Every player record has an Expenses tab, and Expenses appears in the sidebar.

One switch, in agency settings.

Try it: turning the module off hides the screens and changes nothing underneath.

Off never means lost.

Every expense, receipt and schedule is kept exactly as it was. A schedule already with the player can still be signed, and the sealed copy still files on the player.

Owners and admins switch it on or off
Members see the setting, read-only
Available in every workspace, on every plan

FFAR context

The rules beside the record.

A player can ask for a schedule of every payment made regarding them (FFAR Art. 18(1)(e)). Signed schedules are that record. Relai also notes where a cost could be read as an inducement. Notes are advisory and never block you.

See the compliance checks

Before an agreement.

Shown when you record a cost for a prospect or a player with no active agreement.

On the representation agreement.

Shown when a schedule names the representation agreement as its governing agreement.

Frequently asked questions

What is this for?

Agencies spend on a player long before any commission arrives. Player expenses keeps a clear record of what was spent, when, and with what evidence, and shows that the player knew about it. If the relationship ends early, both sides can see what was acknowledged and when.

Does Relai work out what a player must pay back?

No. An expense is a cost the agency has already paid. Relai keeps the record and the player's signature. Any claim depends on your own agreement and the law that applies, and Relai never calculates one.

What does the player see?

An Expense schedule: the selected expenses with their dates, categories, amounts in the currency paid and the receipts, plus the governing agreement if you named one. The player signs it or declines it as a whole. A declined schedule releases its expenses so you can send a revised version.

Can I see everything in euros?

Each expense keeps the currency it was paid in, so the player signs the figure on the receipt. You can add a Cost to agency in your own currency from your bank statement. Relai never converts currencies.

Who can turn it on, and what happens if we turn it off?

Owners and admins, in Settings › Agency › Modules. It is off in every new workspace. Turning it off hides the Expenses tab and page. Every expense, receipt and schedule is kept, and a schedule already sent can still be signed. Turn it back on and everything is where you left it.

An optional module in every workspace

Record what you spend. Keep what they signed.

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