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Finances

Finances · Track gig fees, expenses and payouts to players, see what is still unpaid, and check your own earnings.

What it's for

Finances shows the band's money per year: income from gig fees, expenses, payouts to members and deps, and what clients still owe. Every member who may see it also gets a personal My earnings page.

When to use it

  • A gig is booked and you want to record the fee and deposit.
  • After a gig, you split the money between the players.
  • You want to know which clients haven't paid yet.
  • You want to see what the band has paid you this year.

How to

Record a gig's fee and payment

You need: The Record fees & expenses permission.

  1. Open the gig in Events and edit it.
  2. In the Gig finance card, fill in Fee, Deposit, Deposit received on and the client details.
  3. Set Payment status: Unpaid, Deposit paid, Paid or Overdue.
  4. Optionally, under Show the fee to members, choose Show to members or Hide from members for this gig instead of the band default.
  5. Save the event.

Result: The gig appears in Finances with its fee and payment status. On the event page, the Gig finance card shows the Balance due.

Add expenses to a gig

You need: The Record fees & expenses permission.

  1. Open the gig in Events.
  2. In the Gig finance card, under Expenses, enter what it was and the amount.
  3. Select Add expense.

Result: The expense is subtracted from the gig's Net and counted in the year's Expenses.

Pay the players

You need: See all finances to open the page, Record fees & expenses to change it.

  1. In Finances, select Payouts next to the gig (or Manage payouts on the event page).
  2. Everyone in the gig's lineup is listed. Add others with Add member, or type a Dep name and select Add dep.
  3. Enter each Amount, or select Split evenly to share the fee minus expenses equally.
  4. If members have agreed pay (their Pay tab), select Fill in agreed fees: fixed fees first, then an equal share of the rest.
  5. Members with approved expenses for the gig show + … expenses to reimburse – they are paid together with the payout. With a member's bank account, the QR button shows a payment code for the whole amount. See Expenses & pay.
  6. When the money is sent, set Paid on, or select Mark all paid today.
  7. Select Save.

Result: The right-hand box shows Available to split, Paid out and what the Band keeps. Each member sees their payout in My earnings. Rows without an amount are not saved.

Check the band's year

You need: The See all finances permission.

  1. Open Finances and choose the Year.
  2. The tiles show Income, Expenses, Payouts, Net and Outstanding (what clients still owe).
  3. The Income vs. outgoings chart shows each month.
  4. In the Gigs table, turn on Unpaid only to see gigs that still have money to collect.
  5. Select Export CSV to download the year for a spreadsheet or your accountant.

Result: Cancelled gigs count no income, but their expenses and payouts still count. Expenses includes members' approved expenses – those for a gig are part of its Costs, the others are named in the tile's note.

See your own earnings

You need: The See own earnings permission.

  1. Open My earnings in the menu (people who see all finances find it as the My earnings tab in Finances).
  2. Choose the year.

Result: You see the Total, what you have Received and what is Pending, and a list of gigs with the amount and the date it was paid.

Permissions and limits

  • See all finances opens Finances and the payouts pages, and shows gig expenses (Band Admin and Band Manager by default).
  • Record fees & expenses lets you enter fees, booking details, expenses and payouts (Band Admin and Band Manager by default).
  • Approve expense claims approves members' expenses (Band Admin by default) – see Expenses & pay.
  • See own earnings shows My earnings (Band Admin, Band Manager and Band Member by default). With it, members see only their own payouts – never other people's.
  • Whether members also see a gig's fee and booking details depends on the band setting Who can see gig fees (default) – see Band settings – and can be changed per gig. Dep / Guest and Road Crew don't see finances by default.
  • The Unpaid gigs shortcut in the menu is shown only with See all finances.
  • Gig finances are part of the Band plan; on Free what's already entered stays visible but can't be changed – see Plans.

Examples

Festival gig with a deposit

Enter Fee 20 000 and Deposit 5 000. When the deposit arrives, fill in Deposit received on and set Deposit paid. After the festival pays the rest, set Paid – the gig disappears from Unpaid only.

Four players and a dep

On the gig's payouts page the four members from the lineup are listed; add the dep with Add dep. Select Split evenly, adjust anything by hand, then Mark all paid today once you have sent the money and Save.

Common mistakes

  • Forgetting to set Paid on – the payout then shows as Not paid yet in the member's earnings.
  • Forgetting to change Payment status to Paid – the gig keeps showing as unpaid.
  • Leaving the payouts page without selecting Save – nothing is stored until you save.

Troubleshooting

I don't see Finances in the menu.
You need See all finances. With See own earnings only, you get My earnings instead. Without either, ask a band admin.
What counts as an unpaid gig?
A gig you have already played, from any year, that isn't cancelled and still has money to collect: the Fee, minus the Deposit once Deposit received on is filled in, until its Payment status is Paid. Upcoming gigs don't count yet. The Unpaid gigs shortcut in the menu, the dashboard and Outstanding in Finances all use this rule. Select the shortcut to see all of them in one list; Unpaid only shows those of the selected year.
A gig is missing from the Gigs table.
Check the Year. All gigs are listed; other events appear only when they have booking details, expenses or payouts.
My earnings is empty.
Payouts appear only after someone with Record fees & expenses saves them on the gig's payouts page.