Free Show Settlement Template

A show settlement should explain the agreed artist fee, any supported adjustments, what has been paid and what remains due. Keep the contract, final settlement and payment confirmations together. Ticket sales help explain the show, but the box office is not automatically the artist’s income.

This workbook reconciles a stated guarantee plus any separately agreed additional overage. It does not derive a percentage deal from ticket revenue or decide which promoter expenses are allowed. For a versus, percentage or other deal, first confirm the final artist entitlement from the actual contract. Enter that agreed fee with zero additional overage if you use this sheet for payment reconciliation.

Here is an invented USD example: a $1,500 guarantee, an agreed $300 additional overage and a $500 deposit already received. There are no deductions in this example. The promoter sends another $1,250 after the show.

The $500 deposit reduces the amount still to collect; it does not reduce the $1,800 artist entitlement. Before the further payment, $1,300 was due. After $1,250 arrives, $50 remains outstanding. A $3,000 ticket gross can be recorded for context, but it does not get added to the artist fee.

1. Identify the show and currency. Record artist, show date, venue and promoter. Use a separate sheet or workbook for each show and currency. The worked example uses USD; the calculations do not convert currencies.
2. Confirm the fee. Enter the guarantee or agreed final fee and any additional overage. The overage field means extra money above that first fee. Enter zero when there is none; do not enter the full walkout again as overage.
3. Explain each deduction. Record the amount, what it covers and the agreement or document that supports it. A line appearing on the promoter’s sheet does not establish that you agreed to it. Leave disputed amounts out of agreed deductions until resolved.
4. Record received money. Enter deposits and further payments separately. Use money actually received, not an invoice marked sent or a transfer promised for tomorrow. Enter zero explicitly if no payment has arrived.
5. Review the balance and evidence. A positive balance is still due to the artist. A negative balance means receipts and deductions exceed the stated entitlement and need review; the formula does not silently replace it with zero. Add payment dates and references beside the amounts.

The promoter can pay the artist in full while the show still loses money after travel, accommodation, crew and commission. Conversely, an unpaid balance is not proof the show was unprofitable. Use this sheet to reconcile collections, and the tour budget template to plan the run’s income and costs.

A deduction can also affect payment and commission differently. Do not assume that every amount withheld from a payment reduces the commissionable fee. The supplied template calculates the cash balance only. It does not calculate tax, withholding obligations, commission entitlements or the legal effect of disputed contract terms.

Keep the source values visible when someone questions a result. “Paid $50 short” is useful only when the agreed fee, authorized deductions and actual receipts support that difference. A promise to pay the missing amount belongs in your notes until the receipt is confirmed.

OCTVE Touring & Events keeps show details, deal terms and files together. The built-in intelligence can read settlement documents and help check the figures against the recorded deal. Review extracted values and keep the original document. For the artist’s wider income and commission picture, explore OCTVE Financials.