Paying acts and production staff

The Settlements page helps you track, report, and pay fees for acts and production staff. You can send formal settlement reports with invoicing, export payment files for your bank, or quickly mark cash payments as settled.

Before you start

Make sure your payment settings are configured:

1. Go to Production Settings → Payments

2. Check the payment methods you accept (Bank Transfer, Wise, PayPal, Venmo, Cash App, Zelle)

3. Add your business name and address (required for invoicing)

4. Enable international bank settlements if you pay acts outside your country

Fees are set when you create show types or send offers, but you can modify them anytime before settling.

Understanding the settlements workflow

The Settlements page has four tabs that track the lifecycle of each payment:

To Settle

Shows all confirmed spots with fees that haven't been paid yet. This is your starting point. You can:

• Filter by show, act, venue, or date range (Past/Future/Custom)

• Group by Show (default) or by Person to see all spots for each act

• Send settlement reports (recommended for formal invoicing)

• Mark as settled directly (fast option for cash or external payments)

Pending

Shows spots where you've sent a settlement report but the act hasn't responded yet. You can:

• Resend the report if they need a reminder

• Retract the report if you made a mistake

Acts receive an email with a link to review their spots, generate or upload an invoice, and add bank details.

To Pay

Shows spots where the act has approved the settlement report and provided their invoice and banking details. You can:

• Download a CSV formatted for Monzo, Wise, or create a custom export

• Download all invoices as a ZIP file

• Mark spots as settled after you've paid them

Settled

Archive of all paid spots. You can download past invoices anytime, ready for exporting to your bookkeeping software.

Paying acts one by one

For quick payments (like cash at the venue), you can settle spots individually without sending a formal report:

1. In your show listing, click the three dots next to the act

2. Click Settle

3. Select the payment method from the dropdown

4. Click Mark as Settled

The act's icon will show a green circle with a checkmark. To undo this, click the three dots again and select Unmark as Settled.

Paying acts in bulk

For larger productions or regular payment runs, the full settlements workflow is easier:

Step 1: Send settlement reports

1. Go to the To Settle tab

2. Select the shows or acts you want to pay (change grouping in the top-right if needed)

3. Click Send Settlement Report

4. Review the summary grouped by act and currency

5. Customize the email message and send

This tells acts "here's what we think we owe you" and allows them to generate/upload their invoice and add bank details.

Step 2: Wait for acts to respond

Once you send the report, those spots move to the Pending tab. Acts will:

1. Review the spots, dates, and amounts

2. Either approve or request changes (with comments)

3. Generate an invoice automatically or upload their own

4. Add their bank details (local or international)

If there's a mistake, you can retract the report from the Pending tab and resend it.

Step 3: Export payment files

When acts approve, their spots move to the To Pay tab and you receive an email notification.

1. Select the acts you want to pay

2. Click Download CSV

3. Choose a template (Monzo, Wise) or create a custom export by dragging columns

4. Upload the CSV to your bank or payment platform

You can also download all invoices as a ZIP file from this tab.

Step 4: Mark as settled

After you've paid the acts through your bank:

1. Select the paid spots in the To Pay tab

2. Click Mark as Settled

These spots move to the Settled tab as your permanent record.

Settling outside the system

If you've already paid an act outside of Confirmed (via direct transfer, cash, or another platform), you can mark spots as settled directly from the To Settle tab without sending a settlement report. This keeps your records accurate without requiring the act to go through the formal approval process.

Working with production staff

Production staff (lighting, sound, stage crew) are settled the same way as acts. They appear in the same tabs and workflow. Many producers prefer to mark production staff as settled directly rather than sending formal settlement reports, especially for regular crew paid in cash.

Handling tricky fees like door splits

If a spot has a non-numeric fee (like "TBD" or "To be negotiated"), it won't appear in settlement reports or totals. You'll need to update the fee to a specific amount before you can include it in bulk settlements, or settle it directly with a manual amount.

Multi-currency settlements

When you send settlement reports, spots are automatically grouped by currency. Each act receives a separate report for each currency they're being paid in. When exporting CSVs, you can filter by currency to match your bank account.

Common issues

Missing business address warning

If acts can't generate invoices, check that you've added your business name and address in Production Settings → Payments. This information is required for invoice generation.

Acts can't access settlement report

Make sure the act is logging in with the same email address you sent the report to. If they're logged in as a different user, they'll see a banner prompting them to switch accounts.

Wrong amount or show details

If you've already sent a settlement report, go to the Pending tab and retract it. Update the fee or show details, then send a new report.