Settlement is the process of calculating the final payout after a show. In Roadcase, settlements use the deal structure you set up and the actual revenue numbers to compute what you are owed.
How settlements work
A settlement takes:
- The deal terms — your agreed-upon deal type, guarantee, percentages, etc.
- Actual revenue — what the show actually brought in
- Actual expenses — what was spent on production, staffing, etc.
- Merchandise numbers — merch gross, fees, and net
And computes:
- Artist earnings based on the deal structure
- Merch payout after any venue cut
- Total payout after deposits and artist-paid expenses
Running a settlement
To settle a show:
- Open the show from the calendar
- Navigate to the Settlement tab
- Enter the actual numbers:
| Field | Description |
|---|
| Gross revenue | Total ticket revenue |
| Tax | Tax amount deducted from gross |
| Facility fee | Facility or venue fees deducted from gross |
| Net revenue | Automatically calculated: gross - tax - facility fee |
| Deal expenses | Actual expenses (pulled from the deal, editable) |
- Review the calculated earnings:
| Calculation | Description |
|---|
| Artist earnings | Computed based on the deal type and actual revenue |
| Merch gross | Total merchandise sales |
| Merch fee | Venue’s merch cut (percentage from the deal) |
| Merch net | Merch gross minus merch fee |
| Deposit | Amount already paid as deposit |
| Artist expenses | Expenses paid by the artist |
| Total payout | Artist earnings + merch net - deposit - artist expenses |
- When everything looks right, finalize the settlement
Settlement calculations by deal type
Guarantee
Artist earnings = Guarantee amount
Versus
Percentage share = Net revenue × Percentage
Artist earnings = MAX(Guarantee, Percentage share)
Door deal
Artist earnings = Door revenue × Percentage
Plus
Base = Guarantee
Bonus = MAX(0, Net revenue - Threshold) × Percentage
Artist earnings = Base + Bonus
Percentage
Artist earnings = Revenue × Percentage
Finalizing a settlement
When you finalize a settlement, it is locked and timestamped. This creates an official record of the financial outcome of the show.
Once finalized, a settlement cannot be edited. Make sure all numbers are correct before finalizing.
Settlement delegate
You can designate a team member as the settlement delegate for a show. This is typically the tour manager or band leader who handles the financial settlement at the venue on the night of the show.
Exporting settlements
Settlements can be exported as a PDF for your records or to share with promoters, management, or accountants. The PDF includes:
- Show details (date, venue, artist)
- Deal terms
- Revenue breakdown
- Expense breakdown
- Payout calculation
- Artist logo (if uploaded)
Navigate to the settlement and click Export PDF to generate the document. 
