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GigOps.AI

Money

Settlement

Settlement is where you agree a show's deal terms, check its box office counts and costs, see the split between artist and promoter, and lock the result as the official record. In the left menu, under Money, choose Settlement, then pick the show on the left. From a show's page you can also choose Settlement. It is in every product except CoralOps (in FestivalOps and ActionOps the shows are days). Owner, Company Admin, Tour Manager, Finance and Legal seats can edit and lock; View only can read; Ops and Coordinator seats do not see it unless a Company Admin gives them access.

How do I open a show's settlement?

  1. Choose Settlement in the left menu.
  2. Find the show in the list on the left (Search shows… filters it by city or venue).
  3. Click the show.

The header shows the show, a Draft or Locked pill, and the buttons Review before lock, Export PDF, Send for signature and Lock & close. Below it are five tabs: Revenue, Costs, Deal terms, Totals and History.

How do I set the deal terms?

  1. Open the show and choose the Deal terms tab.
  2. Pick the Deal type: Guarantee, Versus, Percentage, Flat, Door deal, Flat rent, Four-wall, Co-pro or Other.
  3. Pick the Deal currency, or leave it on the box office currency.
  4. Fill in the fields the deal type shows: Guarantee (or Rent or Fee), Versus or percentage, % of net, After-cost split to artist % and Promoter fee, % of costs and guarantee.
  5. Add Notes if needed.
  6. Choose Save deal terms.

A line under the fields explains how the chosen deal type works out the artist's share. The Totals tab updates with the new terms.

How do the deal types work out the artist's share?

Where do the ticket counts come from?

The Revenue tab lists the ticket records for the show by performance, with Sold, ATP (local), Gross local and Gross USD, and the Total gross USD. A line above the table says whose count it is: the venue's report on the booking, the promoter's report on the promoter link, or your own entries in Ticketing. Only one source is used, never a sum. When the venue and the promoter report different counts, a warning shows both and the venue's count is used.

What costs are in the settlement?

The Costs tab lists your Shared budget lines on the show and the invoices linked to it, each in its own currency with a USD equivalent. Internal and money-in lines stay out. A line spread over several dates carries its share. Invoices that are cancelled, on an internal line, or already counted in their budget line are listed but not counted, with the reason shown. In ActionOps, the prize money from the day's comps is listed here too.

How do I enter actual costs?

On the Costs tab, type the real amount in the Actual, own currency box next to a budget line or invoice. The settlement then uses that amount instead of the quote, and the Totals tab updates. Amounts are in the line's own currency. Actuals are kept when you lock, and the page shows the amounts from the last lock until someone changes them.

How do I read the Totals tab?

Totals shows the settlement in US dollars: Gross revenue (tickets), Total costs (lines + invoices), Net, Artist share, Promoter share and Net to artist. When the deal is in another currency, the artist share is also shown in that currency. The figures are the same ones that will be locked.

What does Review before lock do?

Review before lock asks AI to read the settlement as it stands on screen (deal terms, box office counts and daily wraps, cost lines and invoices, including actuals you typed) and list anything that looks wrong, one sentence each. It is advice only; nothing is changed and you still decide whether to lock. If AI is not switched on for your workspace, it says reviews are not enabled.

How do I lock a settlement?

  1. Check the figures on every tab.
  2. Choose Lock & close and confirm.

Locking saves a snapshot of the deal, counts, costs, actuals and totals as the official record, and the pill changes to Locked with the date. Your source data is not changed. You can lock again later; each lock adds a new row to History. A settlement cannot be locked while any amount is in a currency with no rate under FX rates.

How do I see past locked settlements?

Open the History tab. Each locked snapshot shows when it was locked and its gross and net to artist. Choose View to see it as a statement: the deal, ticket counts, costs with any actuals, invoices and the result, exactly as it was frozen, and who locked it.

How do I export or print a settlement?

Choose Export PDF. Every tab is laid out and your browser's print dialog opens; choose to save as PDF there.

How do I send a settlement for signature?

  1. Open the show and choose Send for signature.
  2. GigOps draws the settlement as a PDF and opens it in Signatures as a draft, with the signers filled in where it can.
  3. Add the promoter's email if it is missing, check the fields, and send it.

A note under the header then shows where it stands (out for signature, how many have signed). When the last signer signs, the settlement locks and the signed copy lands in History. See the Signatures help for sending and signing.

How do I send the deal terms as a deal memo?

When the promoter or venue is not on GigOps, the Deal terms tab has Send deal memo for signature. Save the deal terms first, then choose it: GigOps draws a deal memo PDF and opens it in Signatures for you to add the promoter's email and send. The tab then shows the memo's status, and warns you if the terms have changed since it was sent so you can send a new version.

Why can't I lock this show here?

On a booking's or promoter link's Settlement tab, each side lists its show costs. The other side can Accept or Dispute each line; you can Edit or Withdraw your own. The tour can bring in its budget lines (Push budget lines on a booking, Bring in budget lines on a link). Record payment logs deposits and balances already paid. Your internal lines are your own accounting: the other side never sees them and they stay out of the split. The Totals box shows gross, accepted show costs, net, the split, payments and the balance due. When the figures are right, choose Sign settlement. Once both sides have signed the same figures, it locks for both and lands in both companies' history. If the figures change after you sign, choose Sign again; Withdraw signature takes yours back before the lock.

When a show has co-promoters, the Totals box on the link's Settlement tab splits the Promoter share into the lead's part and each co-promoter's, by their split. The split is between the promoters: it does not change what the tour is owed, it is not part of the signed figures, and changing it does not clear a signature. A co-promoter on GigOps reads the same totals on its own record, with its own part as Your share, and cannot change anything.

What does it mean when deal terms say "proposed"?

When a show's deal is agreed with a promoter or venue on GigOps, the Deal terms tab says so. Saving there proposes your terms to them, and they accept on the promoter link or the booking. The tab shows the status: not proposed yet, waiting for them to accept, accepted with the date, or new terms they proposed for you to accept.