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Post-show settlement entry

Settlement is usually the Tour Manager's job. Here's the flow.

Your role in settlement​

After the show, you typically:

  1. Collect payment from the venue (cash, check, or confirm wire/direct deposit)
  2. Get the promoter statement (showing ticket sales, door count, any deductions)
  3. Verify the math against the deal
  4. Log the actuals in Mintoor

Entering settlement​

Open the stop → Settlement tab → Enter actuals.

Fill in:

  • Attendance — door count from venue
  • Gross door revenue — tickets × price (or the venue's reported total)
  • Expenses deducted by venue — sound, backline, guest-list loss, anything else pulled from door
  • Net paid to band — what you're walking out with
  • Payment form — cash / check / wire / invoice
  • Merch sales — sum of cash + cards + any venue merch cut
  • Private notes — anything the Owner should know ("booker was rude," "they short-paid $50 on the deal we settled in-thread")

Save.

Reconciling with venue​

Before you accept payout:

  1. Match attendance to pre-show projections. If venue reports 200 and your count looked like 150, ask politely for a scan-through on the door count.
  2. Verify all deductions. Expense pulls should be disclosed in the original deal. If venue adds a "sound tech" deduction you didn't discuss, flag it.
  3. Math check. For versus deals: max(guarantee, door % × gross − band's share of expenses). Do the math yourself before signing.

Disputes​

If the venue's math is off and they won't fix it:

  • Log actuals as-is (what you actually received)
  • In the private notes, record the discrepancy ("Venue claimed $400 sound deduction; deal was $200 sound cap. $200 short.")
  • Flag on the venue record for future reference
  • Owner can decide whether to raise the dispute directly with the venue

Variance vs. projection​

The settlement view shows variance between actuals and the original projection so you and the Owner can see at a glance whether the show came in over, under, or close to plan. A small color-coded chip (green / amber / red) appears next to settled stops based on how far off projection the actuals landed.

When you record a settlement as paid or disputed, the tour Owner gets a notification — bell icon plus an email if their preferences allow it. If actuals come in more than 20% under projection, they get a separate variance flag so they can ask the venue or compare notes with you. The Activity tab on the tour also captures the field-level changes so the trail is there if you need to look back.

Still stuck?​

  • Venue won't give you the door count. Legal rights vary by state but many jurisdictions require it. Ask for it in writing; escalate to Owner if refused.
  • Math feels wrong but you signed. You can contest post-signature but it's harder. Log in Mintoor regardless.