--- title: "Event Payments, Purchase Orders and Show Settlement" description: "See every deposit, balance and supplier payment by its due date, check invoices against purchase orders and settle each show from its real ticket sales." canonical: "https://www.ticketfairy.com/event-operating-system/contracts-and-payments/payments-and-show-settlement" --- # Event Payments, Purchase Orders and Show Settlement 1. [Event Operating System](https://www.ticketfairy.com/event-operating-system) 2. [Contracts & payments](https://www.ticketfairy.com/event-operating-system/contracts-and-payments) 3. Payments & settlement # Pay Everyone on Time and Settle Every Show With Figures Both Sides Can Check Money for staging, sound, security and performers is promised months before the show, and settlement night often means a spreadsheet, a calculator and an argument about one line. With Ticket Fairy, Payments due lists every deposit, balance, per diem and supplier payment by the date it is due, purchase orders keep each supplier order and its invoice beside the event, and every payment and correction stays on record. When the show is over, Fai drafts the settlement from the event's ticket sales after refunds, the costs in its budget and the deal you agreed, with every line saying where its figure came from. [Book a Live Demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) - Every payment date in view - Supplier invoices checked against the order - Settlements both sides can check line by line ![Ticket Fairy purchase orders for an event, with a draft from a confirmed supplier quote and an invoiced order flagged because its invoice does not match](https://www.ticketfairy.com/embeds/posters/marketing-event-contracts--purchase-orders.png) ## 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](https://www.ticketfairy.com/guides/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](https://www.ticketfairy.com/event-operating-system/budget-and-costs/event-budget-and-artist-costs) - [Hire Exactly What Your Show Needs and Know Where Every Piece Is](https://www.ticketfairy.com/event-operating-system/site-and-logistics/hire-kit-and-suppliers) ![Ticket Fairy draft purchase order drafted by Fai, with its lines, tax, total and the Approve button](https://www.ticketfairy.com/embeds/posters/marketing-event-contracts--draft-order.png) ## 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 ![Ticket Fairy invoiced purchase order for PA hire, with a supplier invoice read by Fai that does not match the order total](https://www.ticketfairy.com/embeds/posters/marketing-event-contracts--order-invoice.png) ## 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](https://www.ticketfairy.com/features/vault) - [Pay everyone you owe for an event](https://www.ticketfairy.com/guides/pay-everyone-you-owe-for-an-event) ![Ticket Fairy Mark paid dialog for a performer deposit, with the amount, the date paid, how it was paid and a payment reference](https://www.ticketfairy.com/embeds/posters/marketing-event-contracts--mark-paid.png) ## 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](https://www.ticketfairy.com/guides/settle-a-show-with-an-artist) - [Know Who Holds Every Date and Price Every Offer With Confidence](https://www.ticketfairy.com/event-operating-system/venue-operations/venue-holds-and-offers) ![Ticket Fairy Settle a show dialog with the event and the performer deal chosen, and Draft the settlement](https://www.ticketfairy.com/embeds/posters/marketing-venue-operations--settle-a-show.png) ## 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](https://www.ticketfairy.com/event-operating-system/budget-and-costs/event-budget-and-artist-costs) ![Ticket Fairy settlement with the act's travel, hotel and per diem from the act's costs, and the agency fee beside the performer fee](https://www.ticketfairy.com/embeds/posters/marketing-event-act-costs--settlement.png) ## 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 ![Ticket Fairy shared settlement for a live show with its lines locked and Mark as agreed and Reopen above them](https://www.ticketfairy.com/embeds/posters/marketing-venue-operations--settlement-shared.png) ## How Organisers Pay and Settle With Ticket Fairy - ### A Festival With Fifty Suppliers Fai drafts a purchase order from each confirmed quote, and the production manager approves them in an afternoon. When the barrier company's invoice comes in higher than the order, it is flagged and questioned before anyone pays. - ### A Promoter Settling a Versus Deal The show sells out, and the settlement works out 85% of net against the guarantee and spells out the sum. The tour manager checks each line's source, both sides mark it agreed, and the PDF goes to the agent that night. - ### A Venue Running Five Shows a Week Needs attention lists every show that ended with no settlement. The venue manager settles each one the next morning, and Payments due across the brand shows which deposits fall due before the weekend. - ### A Late Refund After the Show A refund goes through two days after a shared settlement. Fai notices the ticket income changed and suggests a new version, and the shared version stays on record, marked Replaced. - ### A Headliner Flying In From Abroad The act's flights and hotel come into the settlement from the act's costs, with the agency fee beside the performer fee. The same flight entered in the budget is left out, so it counts once. [Book Demo Call](https://www.ticketfairy.com/event-ticketing/book-a-demo) [Get Started for Free](https://manage.ticketfairy.com/registration) ## See It in Your Dashboard - ![Ticket Fairy settlement Fai drafted for a live show, with ticket sales, sales tax, sound and lights and the performer fee, each saying where its figure came from](https://www.ticketfairy.com/embeds/posters/marketing-venue-operations--settlement.png) Check a draft where every line says whether it came from ticket sales, the budget or the deal. - ![Ticket Fairy New purchase order dialog with the supplier, the supplier's email and the lines being ordered](https://www.ticketfairy.com/embeds/posters/marketing-event-contracts--new-purchase-order.png) Start a purchase order with the supplier and what you are ordering. ## Set It Up Step by Step - [Raise purchase orders and track what your event owes](https://www.ticketfairy.com/guides/raise-purchase-orders-and-track-what-your-event-owes) - [Settle a show with an artist after your event](https://www.ticketfairy.com/guides/settle-a-show-with-an-artist) - [See the all-in cost of each act on your event](https://www.ticketfairy.com/guides/see-the-all-in-cost-of-each-act-on-your-event) - [Handle the contract, invoice and riders an artist's agent sends for your event](https://www.ticketfairy.com/guides/handle-the-contract-invoice-and-riders-an-agent-sends-back) ## Questions About Payments and Show Settlements ### Payments & settlement #### Who can see payments due and purchase orders? You need an owner, admin or producer role on the event, and you open them from Contracts on its Operations page. Pay with Vault shows for owners and admins of a brand that uses Vault. #### Does Mark paid or Mark as paid send money? No. Both record a payment you have already made. Pay from Vault or your bank, then record it. #### Can I change an order after I approve it? No. An approved order counts as a committed cost in the event's budget and is fixed. Change it before you approve it, or cancel it with a reason. #### How close does an invoice have to be to match? Within 1.00 in the order's currency. The invoice can be a PDF or a photo of up to 15 MB. #### Can I delete a payment I recorded or a settlement line? No. Reverse it with what was wrong, so the record shows both the original and the correction. #### Who can settle a show? You need an owner, admin or producer role on the brand, and you work from Settlements in the brand's Event Operations. Needs attention and an accepted offer's Settle this show open the same dialog. #### Do I need an accepted offer to settle a show? Only for the performer's fee to be worked out for you. Choose No performer deal to settle a show without an artist fee, and add any agreed amounts as lines. #### Why is the ticket income different from my sales report? The settlement counts tickets after refunds, so a refund after the show brings it down. Bring up to date on a draft picks up refunds since it was drafted. #### Can I change a settlement after sharing it? Not the shared version. Reopen it with a reason, and a new draft starts with the same lines while the shared version is kept, marked Replaced. #### How long does Fai keep checking a shared settlement? Shared and agreed settlements changed in the last 14 days are checked every hour, and so are those from the last 180 days whose event had a refund since. Fai only suggests a new version; nothing changes until someone approves it. ## Explore More of the Event Operating System - [Contracts & e-signature Contracts started from your deals and signed by email with no account, risky clauses flagged, agent paperwork checked against your offer, contracts sent in bulk and welcome packs for everyone. Contracts & payments](https://www.ticketfairy.com/event-operating-system/contracts-and-payments/contracts-and-e-signature) - [Budget & act costs One shared event budget with planned against recorded costs, committed supplier spend, suggested totals from your own records and the all-in cost of every act. Budget & costs](https://www.ticketfairy.com/event-operating-system/budget-and-costs/event-budget-and-artist-costs) - [Holds & offers Holds and shows in queue order on a calendar for every room, challenges with a clear deadline, and offers priced from past fees with every counter-offer kept and accepted deals booked onto your event. Venue operations](https://www.ticketfairy.com/event-operating-system/venue-operations/venue-holds-and-offers) - [Profit & cash flow Spend across your brand's events, profit and loss for every edition and brand, a cash-flow forecast from your sales pace and payment dates, and each edition's pace against the last. Budget & costs](https://www.ticketfairy.com/event-operating-system/budget-and-costs/profit-and-cash-flow) [Back to **Contracts & payments**](https://www.ticketfairy.com/event-operating-system/contracts-and-payments) [Previous **Contracts & e-signature**](https://www.ticketfairy.com/event-operating-system/contracts-and-payments/contracts-and-e-signature) Ticket Fairy in full: [ticketing platform](https://www.ticketfairy.com/event-ticketing/), with the features, pricing and support behind this page. ## Ready to Build a Stronger Event Business? Book a live demo, and we will set up your first event on the Event Operating System with your team. ## Start Selling Tickets Online Sign up without a credit card and build a test event before you commit. Go on sale in minutes when you are ready. No monthly subscription required for ticketing Start selling tickets immediately Ticketing tools included in the service fee [Get Started for Free](https://manage.ticketfairy.com/registration) [Talk to Fai Now](#) Ask Fai, our AI assistant, about Ticket Fairy’s features, pricing and how it could work for your event. No credit card required ## Book a demo call See the referral model that drives 20% more ticket sales on average, learn which campaigns sell tickets, answer buyers faster and keep queues moving. How many tickets do you sell per year? 45-Minute Video Call Pick a Time That Works for You The Ticket Fairy, Inc. is a fintech company and technology platform. The Ticket Fairy, Inc. is not a bank, financial institution, or regulated financial services provider. Vault banking services are provided through regulated banking partners. Ticket Fairy Capital financing is provided by third-party private credit partners. The Ticket Fairy, Inc. does not make credit decisions, and all funding terms, approvals and conditions are determined by those lending partners. --- This page is on Ticket Fairy, a ticketing, marketing and operations platform for live events and the venues that host them: festivals, club nights, concerts, conferences and tours, and night clubs, beach clubs and concert venues. It grows revenue with fan rewards that turn an audience into a sales channel, and runs the money side with payments and payouts, Vault business banking, and working capital advanced against ticket sales. [How Ticket Fairy ticketing works](https://www.ticketfairy.com/event-ticketing) · [Ticket Fairy for AI assistants](https://www.ticketfairy.com/llms.txt)