Account Mapping allows you to associate sales from On The Stage with the account codes used in your accounting software (such as QuickBooks or Xero). These mappings are included in your sales and financial reports so your accounting exports are ready to import without manual cleanup.
This feature does not change how sales are recorded or settled. It simply adds accounting context to your reports.
Account Mapping lets you:
Assign an accounting account code and name to each major sales category (tickets, donations, merchandise, fees, etc.).
Optionally apply mappings to specific productions or fundraising campaigns, instead of organization-wide.
Include those account codes directly in exported reports for QuickBooks, Xero, or other accounting tools.
On The Stage does not determine how or when revenue is recognized. Your accounting system remains the source of truth for that.
Viewing Your Account Mappings
You will find Account Mapping under the Finance section of the main navigation. Here you will see a table with all existing mappings including:
Account Code – the code used in your accounting system
Account Name – the name of the account
Category – the On The Stage sales category
Type / Detail Type – optional scoping fields (see below)
Actions Menu – edit an existing mapping
ales Category | Default Account Code | Default Account Name | What This Includes |
Ticket Sales | 4000 | Ticket Sales Revenue | Tickets sold for performances and events |
Donations | 4010 | Donation Income | General donations not tied to a specific campaign |
Add-Ons | 4020 | Add-On Sales Revenue | Optional add-ons sold with tickets |
Merchandise | 4030 | Merchandise Revenue | Concessions, apparel, and other retail items |
Subscriptions | 4040 | Subscription Revenue | Season subscriptions and multi-show packages |
Patron Service Fees | 4050 | Service Fee Income | Service or facility fees charged to patrons |
Patron Credit Card Fees | 4060 | Patron CC Fee Income | Credit card fees passed through to patrons |
Patron Flat Fees | 4070 | Patron Flat Fee Income | Flat per-order fees charged to patrons |
Custom Fees | 4080 | Booking Fee Income | Custom or organization-defined fees |
Fundraisers | 4090 | Fundraiser Revenue | Revenue from fundraising events or initiatives |
Invoices | 4100 | Invoice Revenue | Revenue collected through invoicing |
Miscellaneous | 4900 | Miscellaneous Income | Sales that do not fit another category |
Sales Tax | 2100 | Sales Tax Payable | Sales tax collected from patrons |
Payments | 1200 | Ticketing Platform Clearing | Funds received before settlement |
Accounts Receivable | 2200 | Platform Fees Payable | Outstanding balances owed to the platform |
Platform Fees | 6200 | Ticketing Platform Fees | Fees charged by On The Stage |
Platform Credit Card Fees | 6210 | Credit Card Processing Fees | Payment processing fees charged by the platform |
Platform Flat Fees | 6220 | Credit Card Flat Fees | Flat processing fees charged by the platform |
How These Defaults Work
These mappings apply organization-wide. If you create a mapping for a specific production or fundraising campaign, that mapping will override the default.
Remember, On The Stage does not determine how revenue is recognized or booked - that is handled by your accounting system.
Example 1: Ticket Sales for a Specific Production (Annie)
Scenario
Your theater sells tickets for multiple productions throughout the season. Most ticket sales are mapped to your default ticket revenue account, but you want ticket sales for Annie to appear in a separate account in your accounting system.
Setup
Default mapping:
Category: Ticket Sales
Account Code: 4000 – Ticket Sales Revenue
Scoped mapping:
Category: Ticket Sales
Type: Production
Detail Type: Annie
Account Code: 4015 – Annie Ticket Revenue
Result
Ticket sales for Annie use account 4015 – Annie Ticket Revenue.
Ticket sales for all other productions continue using 4000 – Ticket Sales Revenue.
No changes are required to reports or exports — the correct account code is automatically included.
This allows you to track revenue by production while keeping a simple organization-wide default.
Example 2: Donation to a Fundraising Campaign (New Set Build)
Scenario
Your organization accepts general donations, but you are running a special fundraising campaign to raise money for a new set build. You want donations to that campaign tracked separately from other contributions.
Setup
Default mapping:
Category: Donations
Account Code: 4010 – Donation Income
Scoped mapping:
Category: Fundraising
Type: Campaign
Detail Type: New Set Fund
Account Code: 4090-005 – New Set Fund Contributions
Result
Donations made to the New Set Fund campaign use account 4090-005 – New Set Fund Contributions.
All other donations continue using 4010 – Donation Income.
Your exported reports clearly separate campaign donations from general contributions.
This makes it easy to report on fundraising goals and provide clear financial visibility for specific initiatives.
Journal Reports
On The Stage provides two Journal Entry reports designed for those who want to import summarized sales data into accounting software such as QuickBooks or Xero.
Both reports:
Summarize sales and fees into accounting-ready journal entries
Include your configured Account Mappings
Are designed for import, not day-to-day operational reporting
The key difference is how the data is grouped.
Journal Entry Report by Date Range
What this report shows
This report summarizes sales activity over a specific accounting date range (for example, a day, week, or month). Each row represents the net total for a category and account within the selected date range.
Common use cases
Choose this report if you:
Post sales to your accounting system on a regular schedule (daily, weekly, or monthly)
Want to close out a specific accounting period
Do not need the journal entries to match payment processor payouts exactly
Prefer a traditional “period-based” accounting workflow
Example
You might run this report for:
January 1–31 to post January sales
A single day to post daily box office activity
A custom date range for month-end close
Why customers choose this report
Simple and predictable
Matches common accounting period workflows
Easy to reconcile against internal sales reports
Journal Entry Report by Payout
What this report shows
This report summarizes sales and fees grouped by payout from the payment processor (for example, Stripe). Each report corresponds to a single payout, using the payout’s accounting date.
Common use cases
Choose this report if you:
Reconcile sales directly against bank deposits
Want journal entries to match exact payout amounts
Use a clearing account and reconcile deposits one-by-one
Prefer payout-based reconciliation over date-based posting
Example
You might run this report when:
A payout hits your bank account and you want to record it
Reconciling Stripe payouts to QuickBooks deposits
Auditing differences between gross sales and net deposits
Why customers choose this report
Matches real cash movement
Simplifies bank reconciliation
Reduces confusion when deposits span multiple sales dates