Guides
How to track gig payments and musician payouts: a UAH example
StoryBand (storyband.app) is a web app for musicians and band managers. Organize live gigs, lineups and setlists, and keep records of fees and musician payouts.
Use StoryBand to keep the gig schedule, lineup and setlist together, then check what the client has paid and what each musician is still owed. In this fictional example, the client pays 10,000 UAH and four musicians each earn 2,500 UAH. We will track the deposit, a partial payout and the remaining balance.
StoryBand product team ·
1. Prepare the band and check access
Use a team plan with participant payouts and a role allowed to manage the gig. Personal Free supports individual planning, but not this team workflow. Select your interface language in language settings. Prepare a venue and four musician cards; accounts, invitations and messages are not needed for this example.
The example assumes manual bookkeeping with automatic payment marks disabled. Check your band's settings and any existing entries first. These are fictional figures, not a customer story or a recommended fee.
2. Add the gig and musician fees
Open New event and choose a gig. Enter its title, date, venue and performance time, for example soundcheck at 18:00 and stage time at 19:00. Select UAH as the event currency and enter 10000 as the gig fee.
Add four participants with a fee of 2500 each and save. Verify UAH, a total gig fee of 10,000 and total participant fees of 10,000. This example has no additional income, expenses or band remainder. Add a setlist to the program if needed.
3. Record the client's deposit
When the client actually pays 4000 UAH, open client payments in the gig card. Enter the receipt date, choose Advance and enter 4000 as the payment amount. Save: received 4,000, still due 6,000 UAH.
When the remaining money arrives, add a separate payment of 6000 with its date. Total received is now 10,000 and the client balance is zero. This form takes the new payment amount, not the cumulative total.
4. Record a partial musician payout
After the performance, mark the gig completed and check the fees. A new participant payout requires a completed gig and a positive fee. Open the first participant's payout, choose Payment, enter 1000 as the total paid amount and select the date. After this actual payout, 1,500 of the 2,500 UAH fee remains due.
After paying the remaining 1500, set the total paid amount to 2500. The journal records only the difference, 1500, on the selected date. Entering 1500 as the total would mean only 1500 paid altogether. Reducing the total records a refund.
5. Reconcile the records
The first participant is now paid 2,500 UAH with zero remaining. If the other three are unpaid, their combined remaining fees are 7,500. Client receipts and musician payouts are separate records.
After actually paying the others, record a total of 2500 for each. Check the journal: client receipts 4000 and 6000; first musician payouts 1000 and 1500; total payouts to all four 10,000 UAH. Completing the gig alone is not proof of a money transfer.
6. Distinguish gig currency from subscription billing
UAH is the original currency of this gig and its money records. The reporting display currency is a separate setting and does not rewrite the original amounts. Check the report currency and period before reconciling.
Team subscription prices are listed in USD. Gig fees and payments can use UAH. See Pricing for current terms and limits. You transfer the money yourself; StoryBand keeps the payment records. These records do not replace your accounting or tax records.
Common questions
What should I enter after the second payout?
Enter 2500 as the total paid: 1000 + 1500. Only the 1500 difference is added to the journal. In the client-payment form, enter each new payment separately.
Can I try this without transferring money?
Use fictional data in your own test environment. In live bookkeeping, record actual payouts only after they happen. StoryBand stores the records; money is transferred separately.