Assigning players and calculating fees

Choose who's taking part, split the cost, and override individual amounts where you need to.

Once the costs are in, open the expense group and use Assign players to choose who's taking part. Then press Calculate Fee per Player and TeamFees divides the total between them.

Players who aren't going

This is the part a spreadsheet handles badly and the reason most treasurers end up here. Leave a player out of a group and they're not charged for it, and everyone else's share rises accordingly. A player who misses the Vegas trip but goes to everything else is simply not assigned to that one group.

Player	Fee	Payment	Status
Avery Brooks	$774.54	$774.54	Fully Paid
Rowan Clark	$774.54	$300.00	Partially Paid
Priya Desai	$774.54	—	Billed

The Player Payments table after calculating. Zara isn't listed at all — she wasn't assigned to this group, so the $2,323.60 splits three ways instead of four.

Charging one family something different

Edit Fee — sets a specific amount for one player, overriding the split. Useful for partial participation or an agreed arrangement. Add a note so you remember why.
Waived — that player owes nothing and drops out of your outstanding totals. For hardship or scholarship cases.

An overridden fee stays put when you recalculate. That's deliberate — a recalculation shouldn't silently undo a conversation you had with a family.

Recalculating later

Costs change. Add or edit the expenses, then press Calculate Fee per Playeragain. Fees don't move on their own when you edit a line item — you decide when families see a new number.

Recalculating after you've billed means some families have already paid the old amount. Check the balances before sending anything, and consider a note explaining the change.