Settlements

Calculate final payouts after a show based on the deal structure.

Settlement is the process of calculating the final payout after a show. In Roadcase, settlements use the deal structure you set up and the actual revenue numbers to compute what you are owed.

How settlements work

A settlement takes:

1. The deal terms — your agreed-upon deal type, guarantee, percentages, etc.
2. Actual revenue — what the show actually brought in
3. Actual expenses — what was spent on production, staffing, etc.
4. Merchandise numbers — merch gross, fees, and net

And computes:

• Artist earnings based on the deal structure
• Merch payout after any venue cut
• Total payout after deposits and artist-paid expenses

Running a settlement

To settle a show:

1. Open the show from the calendar
2. Navigate to the Settlement tab
3. Enter the actual numbers:

Field	Description
Gross revenue	Total ticket revenue
Tax	Tax amount deducted from gross
Facility fee	Facility or venue fees deducted from gross
Net revenue	Automatically calculated: gross - tax - facility fee
Deal expenses	Actual expenses (pulled from the deal, editable)

4. Review the calculated earnings:

Calculation	Description
Artist earnings	Computed based on the deal type and actual revenue
Merch gross	Total merchandise sales
Merch fee	Venue’s merch cut (percentage from the deal)
Merch net	Merch gross minus merch fee
Deposit	Amount already paid as deposit
Artist expenses	Expenses paid by the artist
Total payout	Artist earnings + merch net - deposit - artist expenses

5. When everything looks right, finalize the settlement

Settlement calculations by deal type

Guarantee

Artist earnings = Guarantee amount

Versus

Percentage share = Net revenue × Percentage
Artist earnings = MAX(Guarantee, Percentage share)

Door deal

Artist earnings = Door revenue × Percentage

Plus

Base = Guarantee
Bonus = MAX(0, Net revenue - Threshold) × Percentage
Artist earnings = Base + Bonus

Percentage

Artist earnings = Revenue × Percentage

(Revenue is gross or net depending on the deal’s percentage basis.)

Finalizing a settlement

When you finalize a settlement, it is locked and timestamped. This creates an official record of the financial outcome of the show.

Once finalized, a settlement cannot be edited. Make sure all numbers are correct before finalizing.

Settlement delegate

You can designate a team member as the settlement delegate for a show. This is typically the tour manager or band leader who handles the financial settlement at the venue on the night of the show.

Exporting settlements

Settlements can be exported as a PDF for your records or to share with promoters, management, or accountants. The PDF includes:

• Show details (date, venue, artist)
• Deal terms
• Revenue breakdown
• Expense breakdown
• Payout calculation
• Artist logo (if uploaded)

Navigate to the settlement and click Export PDF to generate the document.