Settling a show

A step-by-step walkthrough of the financial settlement process after a show.

Settlement is what happens after the show is over. It is the process of sitting down (usually with the promoter or venue) to calculate the final payout based on the agreed deal terms and actual revenue. This guide walks you through the full settlement workflow in Roadcase.

Before settlement

To settle a show, you need:

1. A deal already set up on the show with the agreed terms
2. The actual revenue numbers (ticket sales, merch totals) — typically provided by the venue or promoter night-of
3. The actual expense amounts

If you have not entered the deal yet, do that first. See Deals for setup instructions.

Step 1: Designate a settlement delegate (optional)

If someone specific on your team handles settlements at the venue (usually the tour manager), designate them as the settlement delegate on the show. This is informational — it tells the team who is responsible for handling the money.

Step 2: Enter revenue numbers

After the show, open it in Roadcase and navigate to the Settlement tab.

Enter the actual revenue:

Field	What to enter
Gross revenue	Total ticket sales before any deductions
Tax	Tax amount deducted (if applicable)
Facility fee	Venue facility fees deducted (if applicable)

Roadcase automatically calculates net revenue = gross - tax - facility fee.

Step 3: Review expenses

The settlement pulls in deal expenses that were entered when you set up the deal. Review them and update if the actual amounts differ from the estimates:

• Verify each expense amount
• Confirm who paid each expense (promoter or artist)
• Add any additional expenses that came up

Step 4: Enter merch numbers

If you sold merchandise, enter:

Field	What to enter
Merch gross	Total merchandise sales
Merch fee	The venue’s merch cut (percentage from the deal) — auto-calculated
Merch net	Merch gross minus merch fee — auto-calculated

Step 5: Review the calculated payout

Roadcase computes the full settlement based on the deal structure:

For a guarantee deal

Artist earnings = Guarantee amount
Total payout = Guarantee + Merch net - Deposit - Artist expenses

For a versus deal

Percentage share = Net revenue x Percentage
Artist earnings = Higher of (Guarantee, Percentage share)
Total payout = Artist earnings + Merch net - Deposit - Artist expenses

For a plus deal

Artist earnings = Guarantee + MAX(0, Net revenue - Threshold) x Percentage
Total payout = Artist earnings + Merch net - Deposit - Artist expenses

Review these numbers carefully. The settlement page shows a clear breakdown so you and the promoter can agree on the math.

Step 6: Finalize the settlement

When both parties agree on the numbers, click Finalize. This:

• Locks the settlement — no further edits are possible
• Timestamps the finalization for your records
• Marks the deal status as “settled”

Finalizing is permanent. Double-check every number before clicking finalize. If you discover an error after finalizing, you will need to note it separately.

Step 7: Export the settlement PDF

Click Export PDF to generate a professional settlement document. The PDF includes:

• Show details (date, venue, artist)
• Deal terms summary
• Revenue breakdown (gross, tax, facility fee, net)
• Expense breakdown (with paid-by designation)
• Merch breakdown
• Deposit deduction
• Final payout amount
• Artist logo

Use the PDF for:

• Your own financial records
• Sending to management or accounting
• Sharing with the promoter as a receipt
• Tax documentation

Tips

• Settle night-of whenever possible. Numbers are freshest and the promoter’s team is available to confirm
• Bring the numbers up on your phone using the mobile app to reference deal terms during the settlement conversation
• Pre-enter the deal accurately so settlement is just filling in the actual revenue
• Keep deposit records current — mark deposits as received when they come in so the settlement deduction is accurate
• Take photos of the settlement sheet if the venue provides a paper copy, and upload it as a document on the show