Player expenses — Relai Help

An expense is a cost the agency has already paid

Agencies often pay for flights, legal advice, kit or a photo shoot for a player. Player expenses keeps each cost with its receipt, in the currency and gross amount it was paid. When you are ready, you send the player an Expense schedule to acknowledge by signature.

Relai keeps the evidence: the receipts, the sealed signature and what was acknowledged when. Totals stay separate for each currency. Relai never converts between currencies.

Turn on the Player expenses module

Player expenses is an optional module. An owner or admin turns it on in Settings › Agency profile, in the Modules card. Members see the switch but cannot change it.

While the module is on, you can hide categories that your agency does not use. Hidden categories leave the category picker; expenses already recorded in them stay as they are. Other is always shown.

Record an expense on the player

Open the player's Expenses tab

Open the player and choose Expenses, then Add expense.

Enter what was paid

Enter the Date paid, a Category (such as Travel, Legal or Equipment), an optional Subcategory and a Description. Enter the Amount paid: the gross amount, in the currency it was paid in.

Add the cost to the agency, if you want it

Cost to agency is optional. Copy the figure in your reporting currency from your bank statement. Relai never works it out for you. A total of it appears only when every expense has one.

Attach the receipts

Drop or choose one or more receipts. They are filed in the player's documents. An expense with none shows No receipt on the list and on the schedule.

You can also forward a receipt to your Relai address. While the module is on, Relai can propose an Expense in the Inbox. Nothing is recorded until you approve it, and Relai flags a date or a category it had to guess.

Expense statuses

Recorded: Not on a sent schedule yet. It can still be edited.
Awaiting signature: On a schedule sent to the player. It is locked until the schedule is signed, declined or cancelled.
Acknowledged: The player signed the schedule. The expense is permanent; a mistake is fixed with a correction.

The totals at the top of the tab split each currency into Acknowledged, Awaiting signature and Recorded. Anyone can add and edit a recorded expense. Only owners and admins can delete one, and every change is written to the player's Activity timeline.

Create an Expense schedule

An Expense schedule is a document that lists a player's selected expenses for the player to acknowledge by signing. Choose Create expense schedule in the Expense schedules section of the tab.

Choose the expenses

Every recorded expense that is not on another schedule is selected. Untick any you want to leave out, or limit the list to a date range with Paid from and Paid to.

Name a governing agreement, if there is one

The schedule can name one agreement as the source of any terms: a contract or a Standalone agreement. It never states terms itself. When the player has exactly one active Management & commercial agreement, Relai selects it for you; otherwise the choice starts at None.

Check the draft, then send it

Create schedule makes a draft. Nothing is sent yet. The draft fills live from the expenses, and they stay editable until you send. Check the document and its signers, then send it for signature.

What happens when the player signs

On send, the selected expenses are locked and show Awaiting signature. When the player is under 18, their legal guardian is added as a signer as well.

When every signer has signed, the schedule is sealed and its expenses become Acknowledged straight away. Relai stores a fingerprint of each receipt with the sealed PDF and records it on the timeline. If the schedule is declined, cancelled or expires, its expenses go back to Recorded, and you can send a revised version.

Correct an acknowledged expense

An acknowledged expense is permanent and can never be edited or deleted. To fix a mistake, open it and choose Add correction. A correction is a new expense in the same currency. Enter the difference, with a minus sign to reduce the figure. It goes on the next schedule, and the acknowledged expense stays as signed.

Review every expense on the Expenses page

While the module is on, Expenses appears in the workspace navigation. The page lists every expense across the roster, grouped by player, with totals for each currency. Filter by player, category, status or date paid, or search the descriptions.

Choose a row to open it on the player's Expenses tab. Add expense asks which player the expense is for first.

Advisory notes and the summary export

The tab always shows a Disclosure note: a player can ask for a schedule of all payments made regarding them (FFAR Art. 18(1)(e)), and signed schedules are that record. When the player is a prospect or has no active representation agreement, a Before an agreement note says that costs paid at that stage may be seen as an inducement to sign (FFAR Art. 16(3)(b)(ii)). A similar note shows when a schedule names the representation agreement.

Export summary on the player's tab produces a PDF or a CSV. It lists every expense with its status, its receipt and the schedule that acknowledged it, with totals for each currency.