Frequently Asked Questions

BoothBook is an event and income tracker built specifically for craft fair vendors, makers, and small business owners who sell at markets. Track your events, income, expenses, mileage, and applications — and know exactly which shows are worth your time.

Yes, BoothBook is currently in early access and is invite-only. You can request access at boothbook.app/request-access, or get referred by an existing member via their referral link.

BoothBook offers three tiers: Booth Starter (up to 25 events/year), Maker (up to 50 events/year plus integrations), and Vendor (unlimited events plus full analytics). All plans include the core event tracker, income tracking, mileage, applications, inventory, and packing list.

Yes. BoothBook is fully responsive and works in any mobile browser — no app install needed. Open boothbook.app on your phone and it adapts to your screen.

Open any event from the Dashboard, then fill in the income, booth fee, and any additional expenses in the financial section. You can also add your setup hours, event hours, and drive miles. BoothBook calculates your net profit, mileage deduction, and income per hour automatically.

Go to Reports → Expenses. It lists every expense across your business — the ones attached to events and standalone "general business" expenses like a new tent, bulk materials, software subscriptions, or advertising. Use the Add Expense button to log one, and choose "No event / general business" (with a date) for anything that isn't tied to a specific show. Filter by All, Event-linked, or General. Non-event expenses are deductible business costs, so they're subtracted from your net in both the Tax report and your dashboard totals.

IPH is your net profit divided by the total hours you spent at a show (including setup time). It's the best single number to compare events of different lengths — a 2-day convention and a 1-day market are hard to compare by total income alone, but IPH tells you which was actually more efficient with your time.

Yes. Enter your round-trip miles for each event and your IRS mileage rate in Settings → Business. BoothBook multiplies miles × rate for every event and totals them in Reports → Mileage, ready to hand to your tax preparer.

Yes — go to Dashboard → Inventory. Track product names, quantities, cost per unit, and selling price. It's great for knowing what to restock before a show and calculating your cost of goods. Use the search bar and stock level filters (All / In Stock / Out of Stock / Needs Restock) to quickly find items.

Go to Dashboard → Packing List. Check items off as you load up for each show. Star your most important items — they appear at the top with checkboxes for quick access. Use the Clear button to uncheck everything for the next show (keeps your items and sections intact). The Reset button is at the bottom and unchecks everything plus restores any hidden default items. Paid plans can add custom sections and items. You can also send your list to KnotDo as tasks.

BoothBook uses the following statuses to track your events through their lifecycle: • **Draft** — An event you're considering but haven't committed to yet. Costs show deposit only. • **Applied** — You've submitted an application. Costs show deposit only. • **Waitlisted** — You applied and are on a waitlist. Costs show deposit only. • **Accepted** — Your application was accepted but you haven't confirmed your spot yet. Costs show deposit only. • **Confirmed** — You've committed to attending this event. Full booth fee and expenses are counted in your totals. • **Completed** — The event is over and you attended. Full costs are counted. This is set automatically when the event date passes. • **Withdrawn** — You were accepted/confirmed but pulled out (weather, conflict, etc.). Full booth fee and expenses are still counted because you're typically still on the hook for payment. • **Cancelled** — The event itself was cancelled by the organizer or you cancelled before any commitment. Costs are excluded from all totals. • **Rejected** — Your application was turned down. No costs are counted.

Booth Fee Spread lets you distribute a single season or annual booth fee across all same-named events in a year. When editing an event, toggle "Spread across season" on the booth fee field. BoothBook divides the total fee by the number of matching events and shows you the effective per-event cost — useful when an organizer charges one flat fee for an entire run of markets.

Open any event from your dashboard and scroll to the Photos section. Click "Upload Photos" to add images from that show. Photos open in a lightbox — click the caption area to edit it inline. View all your event photos in one place at Dashboard → Gallery, where you can filter by year.

Yes. On the Events page, click "Export" to download all your events as a CSV. To import, click "Import" (next to Export), upload a CSV file, and BoothBook will match rows to existing events by title and date (upsert) or create new ones. Rows that can't be parsed are skipped with a note.

Yes. BoothBook runs an hourly check and automatically moves any confirmed event whose end date has passed to "Completed" status. You don't need to update it manually.

Sticky Notes are shared instructions that appear on every event with the same name. Edit the sticky note from any matching event and it saves across the entire series — useful for setup notes, directions, or recurring reminders. Sticky notes are visible to assigned crew members.

Crew Notes are a separate notes section on each event specifically for your team. Use the visibility toggle to control whether crew members can also see the main event notes field, or keep them separate. This lets you write internal context in your main notes while giving crew a cleaner set of instructions.

Yes. When you change the event type on one event, BoothBook automatically copies that type to all other events with the same title. This keeps recurring market series consistent without having to update each one individually.

Every event supports itemized expenses — meals, parking, fuel, lodging, supplies, and more. Use the floating "+$" button on the Events page for quick entry (it defaults to today's event, so you can log a parking fee in a few taps), or open an event and use its Expenses section. You can snap a photo of the receipt as you go. Line items automatically roll up into the event's cost, so IPH, net, and reports stay accurate. Expense entry is available to owners and managers.

Upcoming events within the next 14 days show a live forecast (high/low, conditions, chance of rain) — click it for an hourly breakdown. Once an event day has passed, BoothBook automatically stores the actual observed weather for that day (temperatures, conditions, and how much rain fell), so you can look back and see which shows were bad-weather days. Past events are backfilled automatically as long as the event has a location.

The Application Tracker is where you log markets you've applied to before they're confirmed. Enter the market name, date, application deadline, booth fee, and status (applied, waitlisted, accepted, rejected, etc.). When you're accepted, you can convert the application directly to a confirmed event with one click.

Yes. On the Applications page, click "CSV Template" to download a pre-filled template with all available columns. Fill in your past shows in Excel or Google Sheets, save as CSV, then click "Import CSV" to upload. BoothBook imports row-by-row — invalid rows are skipped with a note, so a bad date in one row won't block the rest from importing.

Planning, Applied, Accepted, Waitlisted, Rejected, Withdrawn, and Cancelled. BoothBook tracks the full lifecycle so you always know where each application stands.

Yes — click the FairFinder link in the Applications page header, or visit fairfinder.cc directly. FairFinder is our directory of craft fairs, art markets, and book fairs across the US, with details on each show and direct links to apply.

Go to Dashboard → Reports. The Tax Summary tab shows all your income, expenses, mileage, and net profit for any year. Click Export CSV to download a spreadsheet you can give to your accountant.

Every event for the selected year: gross income, booth fee, other expenses, mileage deduction (miles × your IRS rate), and net profit. Each event is its own row. Totals appear at the bottom.

Yes. Set your home or business address in Settings → Business and enter round-trip miles for each event. BoothBook multiplies your miles by your IRS mileage rate and shows the deduction per event and annually under Reports → Mileage.

Google Calendar, Shopify, Etsy, QuickBooks, Instagram, Mailchimp, Klaviyo, ConvertKit, ActiveCampaign, NoteSmith, and KnotDo. Connect them under Dashboard → Integrations or Settings. Shopify includes full POS sales reporting, tax reports, funnel analytics, device tracking, and inventory sync.

Add your Shopify Admin API key and store domain in Settings → Integrations. BoothBook pulls your orders, products, and customer data. You get a full sales dashboard with location breakdown, top items, fulfillment tracking, tax reports with Schedule C reference, funnel analytics, and device management. It's available on the Vendor plan.

Yes. When an event's POS type is set to Shopify and a device is selected, a "Sync gross from Shopify" button appears on the event edit page. Click it to pull the gross revenue from that device's Shopify orders on the event dates directly into the income field.

Yes. When syncing Shopify inventory, the sync modal includes a location dropdown so you can pull stock quantities for a specific store location rather than the default aggregate. Useful if you stock different locations separately.

Yes — this is a BoothBook exclusive. Name your Shopify POS devices (like 'iPad Mini - Front Register'), then link them to specific events. BoothBook auto-calculates how much each register made at each market. Perfect for vendors running multiple POS devices at different events on the same day. Tip: some sales channels show as numeric IDs (like 3890849). Check your Shopify orders to correlate these to the actual channel (e.g., Shop App), then name them in BoothBook's Devices tab.

Yes. Go to Inventory Counter and click 'Sync Shopify'. You can filter by product status (active, draft, archived) and exclude free items. Products sync as inventory items so you can track pre/post event counts.

Yes. Enable your public page in Settings → Public Page, choose a URL slug (like boothbook.app/p/your-name), add a display name, bio, and social links. Customers can see your upcoming events without needing an account.

Yes, two ways. (1) Inline — with no iframe: paste <div data-boothbook-events="your-slug"></div> where you want the events, then add <script src="https://boothbook.app/embed.js" async></script>. Your upcoming events render right into the page, styled to blend in, with a small "Powered by BoothBook" credit. Add data-boothbook-theme="dark" for dark backgrounds. (2) As an iframe — embed your whole public page with <iframe src="https://boothbook.app/p/your-slug" width="100%" height="600" style="border:0"></iframe>. The inline script is best for stores like Shopify since it matches your site instead of sitting in a box.

Yes — after connecting Google Calendar under Integrations, you can export your BoothBook events to your Google Calendar so you never double-book. Events appear with their location, date, and time.

Settings is in the left sidebar of your dashboard. It has three sections: Business (your business name, address, mileage rate, and social details), Public Page (your shareable vendor URL and bio), and Profile (email, password, and account deletion).

Go to Settings → Business. The mileage rate field is in the "Tax & Mileage" section. BoothBook defaults to the current IRS standard mileage rate but you can override it. Every event's mileage deduction recalculates automatically when you change the rate.

Go to Settings → Business. Update your business name, home or studio address, and primary product type there. Your address is used for mileage calculation reference; it is never shared publicly.

Go to Settings → Profile. Your current email and a "Change email" option appear at the top. To change your password, click "Change password" — you'll need to enter your current password to confirm. Both changes take effect immediately.

Your referral link is in Settings → Profile, in the "Referrals" section. Anyone who signs up using your link gets early access, and you'll be notified when they join. There's no limit on how many people you can refer.

Yes. Go to Settings → Public Page, toggle it on, and pick a URL slug (e.g. boothbook.app/p/your-name). Add a display name, bio, and social links. Your upcoming confirmed events appear on the page automatically — no account needed for visitors to view it.

BoothBook offers three tiers: Booth Starter (free, up to 25 events/year), Maker (paid, up to 50 events/year plus integrations and advanced analytics), and Vendor (paid, unlimited events plus full analytics and priority support). Exact pricing is shown at boothbook.app/pricing.

Yes — the Booth Starter plan is free and includes up to 25 events per year, the full event tracker, income and mileage tracking, applications, inventory, and packing list. You can stay on the free plan as long as you like.

If you reach the event limit on your current plan, BoothBook will prompt you to upgrade before adding new events. Your existing events and data are never affected — you can always view and export what you've already entered.

Go to Settings → Billing. Click "Change plan" and select the tier you want. If upgrading mid-cycle, you're billed a prorated amount for the remaining days. If downgrading, the change takes effect at the next billing renewal.

Go to Settings → Billing and click "Cancel subscription." You'll keep access to your current plan features through the end of your billing period. After that, your account automatically drops to the free Booth Starter plan — your data stays intact.

If you cancel within 7 days of your first paid charge and haven't exported or actively used the paid features, contact [email protected] and we'll issue a full refund. Refunds outside that window are handled case by case.

Yes. Go to Settings → Team to manage your roster. BoothBook supports four roles: Owner, Manager, Staff, and Crew. Each role has different access levels — Crew members only see the events they've been assigned to, while Managers and Staff have broader access.

Staff have access to your full event list and dashboard. Crew members get limited access — they can only see events they've been explicitly assigned to, making it ideal for helpers or contractors who only need their own schedule.

Yes. Each team member has a "Can Edit" toggle on their profile in Settings → Team. Turn it off to give read-only access — they can see assigned events but cannot make changes.

Open any event and scroll to the Crew section. Select team members to assign them to that event. Assigned crew names appear on your events list, and you can filter the events page by crew member to see their schedule at a glance.

Yes. Each team member profile in Settings → Team has fields for phone number, date of birth, emergency contact, and SSN. SSN values are encrypted at rest. Only Owners and Managers can view sensitive fields.

Crew members have intentionally limited access to keep things simple for helpers and contractors: **Can access:** My Events (only events they're assigned to), Packing List, Documents (if their access level permits). **Cannot access:** Full events list, Dashboard stats, Reports, Settings, Integrations, Calendar, Applications, Inventory, Admin, or any financial data (income, costs, booth fees). **Cannot do:** Create, edit, or delete events. They can only view the events they've been assigned to by an owner or manager. Crew members log in with a staff invite link sent from Settings → Team. Their sidebar shows only the pages they have access to.

The Documents Library (Dashboard → Documents) is a place to store files related to your business — contracts, insurance certificates, permits, organizer PDFs, and more. Files are stored securely in S3. Access is controlled by role: Owner, Manager, Staff, and Crew each have configurable permission levels.

Yes. When uploading a document, you can link it to an event by title. The link persists across years — so a venue contract linked to "Springfield Holiday Market" will appear on all events with that name, regardless of the year.

Access is controlled per document by role level (Owner, Manager, Staff, Crew). When uploading, select the minimum role required to view the file. Crew members only see documents they've been granted access to.

Absolutely. Your income, expenses, and event data are private to your account and never visible to other vendors, the public, or administrators. Only you can see your financial details.

Go to Settings → Profile, scroll to the Danger Zone section at the bottom, and click "Delete account." You'll be asked to enter your current password and type DELETE to confirm. This permanently and immediately removes your account and all associated data.

Everything — your events, income records, applications, packing lists, inventory, integrations, and profile. Nothing is retained after deletion.

Use the Feature Request form at boothbook.app/feature-request, or check the Roadmap at boothbook.app/roadmap to see what's already planned.