Your first act booking, start to finish

This walkthrough follows The Riffs, a four-piece led by Liam. Liam’s sole-trader business invoices venues, and the other three musicians invoice Liam’s business for their shares.

1. Set up (once)

1. Create the act. Go to Acts, select + Create act, enter the Act name and Act type, then select Create act. → Create an act
2. Invite the band. On the Members tab, select +, enter each Email, choose Member and select Create invitation. → Invite members
3. Create your billing profile. Go to My Account, select Manage billing profiles, fill in your details and select Create billing profile. → Billing profiles
4. Add the venue as a customer. Select Manage billing customers, fill in their details and select Save customer. → Billing customers
5. Link your profile to the act. On the act’s Billing setup tab, choose it in Profile to link to this act and select Link billing profile. If you’re playing, also choose Your payee profile and select Save payee choice. → Link a billing profile
6. Each musician creates their own billing profile and saves their payee choice on the act’s Billing setup tab.

2. Book the gig

1. On the act’s Bookings tab, select New booking.
2. Choose the Booking issuer and Billing customer, then fill in the title, venue and times.
3. Select Save draft. → Create a booking
4. Check the lineup. Withdraw anyone not playing and add guests. → Lineup and guests
5. Select Publish invitations. The booking is now Tentative. → Publish invitations

3. Agree the money

1. On the Allocations and financials tab, enter the Venue fee excluding GST (AUD). Give each musician weight 1 for an equal split and choose their Payee billing profile.
2. Select Preview allocation, tick the review box, then select Publish this allocation. → Preview and publish
3. Each musician selects Accept invitation on the booking, then My money → Accept financial proposal. → Accept your proposal
4. Once everyone has accepted both, the booking confirms automatically.

4. Confirm with the venue

1. On the Confirmation tab, check the prefilled email and total, add tax wording, terms and contact details.
2. Select Save and preview confirmation, then Send this confirmation.
3. The venue selects Confirm this booking in the email. A draft venue invoice is created automatically. → Venue confirmations

5. Invoice the venue

1. Open the draft from the Venue invoice tab and add Payment instructions.
2. Tick I have reviewed the invoice and its tax treatment. and select Save and issue invoice.
3. Confirm the recipient and select Send issued invoice. → Venue invoices

6. Play the gig, then settle up

1. Select Mark completed on the booking.
2. When the venue pays, open the invoice, select Payments and corrections and record the receipt. → Record payments
3. Musicians send their invoices from My money → Prepare member invoice. → Member invoices
4. Review each one in Supplier invoices: choose Approved payable, enter withholding 0 if none applies, and select Save recipient review. → Review supplier invoices
5. Pay the band from your bank, then record the payouts. → Pay several musicians at once
6. Check the Payments tab checklist until nothing’s outstanding. → Payment checklist

That’s it: gig played, venue paid, band paid, all on record.