Pay Everyone on Time and Settle Every Show With Figures Both Sides Can Check

See Every Payment by the Date It Is Due

Payments due in the event's Contracts section shows what is overdue, due this week, coming up or still without a date, with what is still to pay at the top. Deposits and balances come straight from your performers' deals, supplier orders join once you approve them, and you add per diems, backline and other costs for an act yourself, so nothing lives in a separate spreadsheet.

Pay in parts and each amount shows what is left after every payment so far. When payments are overdue or due within the week, Fai suggests a task for each on Today, and Event Operations lists payments due across every event your brand runs, so a deposit for next month's show never slips behind tonight's.

• Payments due: overdue, due this week, coming up and no due date
• Part payments: what is left of each amount after every payment
• Across your events: payments due for every event your brand runs

• Raise purchase orders and track what your event owes

Raise Supplier Orders Your Budget Counts Straight Away

Enter the supplier and each line you are ordering, with the tax, the delivery date and the date you will pay by, and the order is ready to approve. When a supplier's quote is confirmed, Fai drafts the order for you and marks it Drafted by Fai. Approve it and it counts as a committed cost in the event's budget the same moment, then send it to the supplier by email from the event.

An approved order is fixed, so the figure your finance lead sees in the budget is the figure the supplier was sent. Change an order before you approve it, or cancel it with a reason, and a cancelled order stays on record and no longer counts as committed.

• New purchase order: supplier, lines, tax, deliver by and pay by
• Drafted by Fai: an order ready to check from each confirmed quote
• Send to supplier: the approved order emailed to the supplier

• Know What Your Event Will Cost Before the Bills Arrive
• Hire Exactly What Your Show Needs and Know Where Every Piece Is

Catch an Invoice That Does Not Match the Order

Add the supplier's invoice to its order and Fai reads the total, then says whether it matches what you ordered. An invoice that differs is flagged on the order and in the list of orders, so your team questions it before anyone pays. If Fai cannot read it, enter the total and check it against the order yourself.

• Add their invoice: a PDF or a photo of the supplier's invoice
• Checked against the order: matches, or the difference flagged

Record Every Payment and Correct Mistakes Cleanly

Mark a payment paid with the amount, the date, how you paid and a payment reference, and enter less than the full amount when you pay in parts. A payment recorded by mistake is reversed with your reason, so the history shows both the payment and the correction. A cost you no longer owe is removed with a reason and stays on record, marked removed.

Pay with Vault takes you straight to your Vault transfers to send the money, and you record the payment once it has gone. Every deposit, balance and supplier payment keeps its own payment history, so the answer to "did we pay the sound company?" is one look away.

• Mark paid: amount, paid on, paid by and a payment reference
• Reverse: a correcting entry beside the original payment
• Pay with Vault: straight to your Vault transfers

• Spend and Manage Your Ticket Money Before the Payout
• Pay everyone you owe for an event

Draft the Settlement From What Really Happened

Choose the show and the accepted offer, and Fai drafts the settlement: ticket income and sales tax from the event's ticket records after refunds, show costs from the actual costs in its budget and the performer's fee from the deal. Once a show has ended with no settlement, Needs attention lists it with Settle, so no show waits to be settled.

Settle a show without an artist fee too, such as a club night with a resident DJ on a flat rate you add as a line. Every line says whether it came from ticket sales, the budget or the deal, and how it was worked out, so the tour manager checks the figures rather than arguing about them.

• From ticket sales: income and sales tax after refunds
• From the budget: the actual costs your team recorded
• From the deal: the performer's fee from the accepted offer

• Settle a show with an artist after your event
• Know Who Holds Every Date and Price Every Offer With Confidence

Work Out Any Deal and Count the Act's Costs Once

A flat fee, a guarantee versus a percentage, a guarantee plus a share of what the show makes above it, or a straight percentage: the fee line works it out from the deal and spells out the sum in plain words. The percentage can be of gross sales, sales after tax or sales after tax and costs, exactly as your offer says.

When the show has the act's accepted offer, the settlement brings in the act's travel, hotel stay and per diems as show costs, and the agency fee as a payment beside the performer fee, worked out on the fee the deal pays. The same costs in the budget's Artists & talent section are left out of this settlement, so a flight recorded twice still counts once, and each currency keeps its own total.

• Versus deals: the greater of the guarantee and the percentage
• Guarantee plus: the guarantee and a share above it
• From the act's costs: travel, hotel, per diems and the agency fee

• Know What Your Event Will Cost Before the Bills Arrive

Correct Any Line and Keep the Record Straight

Add a line for anything else the two sides agreed, and enter a minus amount for a credit, such as a merchandise share you owe back. A wrong line is reversed by a new line that cancels it, and both stay on the sheet, so the artist's side can always see what changed. Bring up to date picks up a late refund or a new budget cost without adding back a line you reversed.

• Add a line: income, deductions, show costs or payments to the performer
• Reverse: a cancelling line, with both kept on the sheet
• Bring up to date: the latest ticket sales, budget costs and deal

Share It, Agree It, Mark It Paid and Hear When Sales Change

Share the settlement and its lines lock, then print it or save it as a PDF for the tour manager or agent. Mark it agreed when both sides accept the figures, and paid once the artist has been paid. If something changes after that, reopen it with your reason: the shared version stays exactly as it was, and a new version starts from the same lines.

A refund or a late door sale after you share a settlement no longer slips by unnoticed. Fai checks recently shared and agreed settlements against the ticket records every hour, and when the figures differ she suggests reopening it as a new version with the current figures, for you to approve. She drafts, updates, shares and reopens settlements, and records payments, only after your yes, and she never moves money by herself.

• Share: locked lines both sides can rely on
• Print or save as PDF: a copy to send to the artist's side
• Versions: every shared version kept when you reopen
• Ticket sales checked: Fai suggests a new version when they change