Managing Performance Deposits and Balances in BookLive #

Summary #

Collecting deposits upfront and managing payment balances is essential for protecting your business and ensuring client commitment. This guide explains how to configure deposit requirements in BookLive, create invoices with deposits and balance due dates, track payment progress, and manage the payment lifecycle for your performances.

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What Are Deposits and Balance Payments? #

Deposit: An upfront payment collected when a client books a performance

• Secures the date on your calendar
• Demonstrates client commitment
• Protects you from last-minute cancellations
• Typically 25-50% of the total performance fee

Balance Payment: The remaining amount due after the deposit

• Usually due 7-14 days before the performance
• Can be collected closer to or after the performance
• Represents the final payment to complete the booking

Example:

Total Performance Fee: $2,000
Deposit Required: $1,000 (50%)
Balance Due: $1,000
Balance Due Date: 7 days before performance

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Why Use Deposits? #

For You (The Performer) #

✅ Protects Your Calendar

• Client less likely to cancel if they’ve paid a deposit
• You’re compensated for holding the date
• Reduces last-minute cancellations

✅ Ensures Serious Clients

• Demonstrates financial commitment
• Filters out tire-kickers and non-serious inquiries
• Shows they value your services

✅ Improves Cash Flow

• Receive partial payment months before the performance
• Helps cover advance expenses (musician payments, equipment rental)
• Reduces collection risk

✅ Sets Professional Tone

• Standard industry practice
• Shows you run a professional business
• Establishes clear payment expectations

For Your Client #

✅ Secures Their Date

• Guarantees you won’t book another event on their date
• Peace of mind that you’re committed

✅ Spreads Out Payments

• Easier to budget than one large payment
• Manageable payment schedule

✅ Clear Expectations

• Knows exactly when payments are due
• No surprises about payment timing

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Setting Up Deposit Requirements #

Group-Level Deposit Settings #

Set default deposit requirements for all performances in your group.

How to configure:

1. Navigate to Group Settings

– Go to your group page
– Click “Settings”
– Scroll to “Financial Settings” or “Payment Defaults”

1. Choose Deposit Type

Option A: Percentage-Based
– Deposit is a percentage of the total performance fee
– Example: 50% deposit
– Automatically calculates for any performance price
– Most common choice

Default: 25% deposit

How to set:
– Select “Percentage-based deposit”
– Enter percentage (e.g., 50)
– Applies to all new performances

Example:
– Performance fee: $1,000
– 50% deposit = $500 deposit required

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Option B: Fixed Amount
– Deposit is a specific dollar amount
– Example: $500 deposit regardless of total price
– Useful if you have consistent pricing

How to set:
– Select “Fixed amount deposit”
– Enter dollar amount (e.g., 500)
– Applies to all new performances

Example:
– Performance fee: $1,000 → $500 deposit
– Performance fee: $2,000 → $500 deposit

1. Set Balance Due Date

– Number of days before the performance
– Default: 7 days before performance
– Common options: 7, 14, or 30 days

Example:
– Performance date: June 15th
– Balance due: 7 days before
– Balance due date: June 8th

1. Save Settings

– Click “Save”
– Settings apply to all new performances
– Existing performances are not changed

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Performance-Specific Deposit Settings #

Override group defaults for individual performances.

When to use:

• Special events with different deposit requirements
• High-value performances requiring larger deposits
• Trusted repeat clients with flexible payment terms

How to set:

1. Create or Edit Performance

– Go to the performance details page
– Or create a new performance

1. Set Custom Deposit Amount

– In the “Financial” section
– Enter specific deposit amount
– Overrides group default

1. Set Custom Balance Due Date

– Choose specific date for balance payment
– Or number of days before performance

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Creating Invoices with Deposits #

Invoice Creation Process #

1. Navigate to Performance

– Find the performance on your calendar
– Click to view performance details

1. Go to Financial Tab

– Click “Invoicing” or “Payments” tab
– Or click “Create Invoice” button

1. Enter Performance Details

Total Performance Fee (Required):
– Total amount client will pay
– Example: $2,000
– Stored in database in cents (200000)

Deposit Amount:
– Amount to collect upfront
– Can be percentage-based or fixed
– Example: $1,000 (50% deposit)
– BookLive auto-calculates based on group settings
– You can override with custom amount

Balance Due Date:
– When final payment is due
– Typically 7-14 days before performance
– Example: “June 8, 2025” (7 days before June 15th performance)

1. Payment Methods Accepted

Check which payment methods you’ll accept:
– ✅ Credit Card (via Stripe)
– ✅ Check
– ✅ Cash
– ✅ ACH Bank Transfer (via Stripe)

1. Preview Invoice

– Review deposit and balance calculations
– Ensure dates are correct
– Check payment method options

1. Save and Send

– Click “Save” to create invoice
– Click “Send Invoice” to email to client
– Optional: CC yourself on the email

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What the Invoice Shows #

Client receives an email with:

📧 Email Summary:

• Performance title and date
• Total amount due
• Deposit amount due now
• Balance amount and due date
• Link to pay online or view invoice

📄 Invoice Details:

INVOICE
Performance: Smith Wedding Reception
Date: June 15, 2025
Venue: Grand Ballroom
Total Performance Fee: $2,000.00
Payment Schedule:
Deposit (50%): $1,000.00 - DUE NOW
Balance: $1,000.00 - Due by June 8, 2025
Payment Methods Accepted:
✅ Credit Card (pay online)
✅ Check
✅ Cash

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How Deposit Payments Work #

Payment Flow #

Step 1: Client Books and Receives Invoice

• You create the performance
• You send invoice with deposit requirement
• Client receives email with payment link

Step 2: Client Pays Deposit

• Client clicks “Pay Online” in email
• Redirected to secure Stripe checkout
• Pays deposit amount ($1,000)
• Receives receipt

Step 3: BookLive Tracks Payment

• Payment recorded in “Payments” table
• Linked to the performance
• Performance marked as “deposit received”
• You receive notification

Step 4: Balance Reminder Sent

• BookLive automatically sends reminder
• Sent 3 days before balance due date
• Reminds client of remaining balance

Step 5: Client Pays Balance

• Client pays remaining $1,000
• Performance marked as “fully paid”
• You’re ready for the performance!

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Automatic Payment Tracking #

BookLive automatically calculates:

Payments to Date:

• Sum of all completed payments
• Example: Deposit of $1,000 = $1,000 paid to date

Remaining Balance:

• Total fee minus payments to date
• Example: $2,000 total – $1,000 paid = $1,000 remaining

Payment Status:

• ❌ Not Paid: No payments received
• 🟡 Partially Paid: Deposit received, balance pending
• ✅ Fully Paid: All payments received

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Tracking Payment Progress #

Performance Financial Overview #

View payment status for any performance:

1. Navigate to Performance

– Find performance on calendar
– Click to view details

1. View Financial Summary

You’ll see:
– Total Fee: $2,000.00
– Payments to Date: $1,000.00
– Balance Remaining: $1,000.00
– Balance Due: June 8, 2025
– Payment Status: 🟡 Partially Paid

1. View Payment History

– Click “Payments” tab
– See all payments received
– View payment dates, amounts, methods
– See who paid (client email)

Example Payment History:

Payment #1
Date: May 1, 2025
Amount: $1,000.00
Method: Credit Card
Status: ✅ Completed
Type: Deposit

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Dashboard Payment Summary #

View payment status across all performances:

1. Go to Dashboard

– Click “Home” in main menu

1. View “Gigs I Manage” Stats

– Shows total revenue
– Includes all completed payments
– Filters by time period (WTD, MTD, YTD)

1. Click Group Finances

– Group page → “Finances” tab
– Performance Balances section shows:
– Upcoming performances
– Total fees
– Payments received
– Balances due

Example:

UPCOMING PERFORMANCES
Smith Wedding - June 15
Total: $2,000 | Paid: $1,000 | Due: $1,000 (June 8)
Johnson Party - July 3
Total: $1,500 | Paid: $0 | Due: $1,500 (June 26)
TOTALS:
Total Upcoming Revenue: $3,500
Payments Received: $1,000
Balances Due: $2,500

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Managing Payment Collection #

When Balance Is Due #

BookLive helps you collect balance payments:

Automatic Reminders:

• Sent 3 days before balance due date
• Email to client with payment link
• Reminds of remaining balance

Manual Reminders:

1. Go to performance
2. Click “Send Payment Reminder”
3. Email sent to client immediately

Custom Message:

• Add personal note to reminder
• Example: “Looking forward to your wedding! Friendly reminder that your final payment of $1,000 is due by June 8.”

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If Client Doesn’t Pay Balance #

Options:

1. Send Additional Reminder

• Go to performance
• Click “Send Payment Reminder”
• Add note: “This is a courtesy reminder that your balance is now overdue”

2. Call or Email Client Directly

• Personal follow-up often works best
• Explain payment is required before performance
• Offer to help troubleshoot payment issues

3. Mark Performance as Cancelled

• If client doesn’t respond
• If payment is significantly overdue
• Keep deposit (per your contract terms)

4. Adjust Balance Due Date

• If client needs more time
• Edit performance
• Set new balance due date

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Collecting Payments Outside BookLive #

If client pays by check or cash:

1. Record the Payment Manually

– Go to performance
– Click “Record Payment”
– Enter amount
– Select method (check/cash)
– Enter date received
– Click “Save”

1. Payment Tracked in BookLive

– Counts toward payments to date
– Updates remaining balance
– Shows in payment history

Why record manual payments?

• Accurate financial tracking
• Know which performances are paid
• Tax reporting
• Payment history

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Best Practices for Deposits and Balances #

Deposit Amount #

✅ 50% is standard for most events

• Strikes balance between security and client friendliness
• Common industry practice
• Clients expect 50% deposits

✅ 25-30% for smaller events or repeat clients

• Lower barrier to booking
• Shows trust in relationship
• May increase booking rate

✅ 75-100% for high-risk bookings

• New clients with no history
• Events far in advance
• High-value performances
• Events with high cancellation risk

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Balance Due Timing #

✅ 7 days before (Most common)

• Gives you time to confirm payment before performance
• Allows follow-up if payment fails
• Standard industry practice

✅ 14 days before (More conservative)

• More time to resolve payment issues
• Better for high-value performances
• Peace of mind

✅ 30 days before (Very conservative)

• Maximum security
• Time to cancel and rebook if needed
• May deter some clients

✅ Day of or after performance (Risky)

• Not recommended as standard practice
• Only for trusted, repeat clients
• Risk of non-payment

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Communication #

✅ Be Clear in Contracts

• State deposit requirements clearly
• Explain what deposit covers
• Include cancellation policy
• Specify when balance is due

✅ Send Invoices Promptly

• Send deposit invoice within 24 hours of booking
• Send balance reminder 2 weeks before due date
• Follow up on overdue payments quickly

✅ Make Payment Easy

• Accept credit cards online (easiest for clients)
• Provide multiple payment options
• Send payment link in every email

✅ Thank Clients for Payments

• Acknowledge deposit receipt
• Send confirmation email
• Builds goodwill

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Refund Policy #

✅ Be Clear About Deposit Refunds

• Specify in contract
• Common policies:

– Non-refundable if cancelled within 30 days
– 50% refund if cancelled 30-60 days out
– Full refund if cancelled 60+ days out

• Be consistent across all clients

✅ Document Everything

• Save all emails
• Keep payment records
• Document cancellation requests
• Protects you in disputes

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Common Scenarios #

Scenario 1: Client Requests Lower Deposit #

Client says: “Can I just pay a $200 deposit instead of $1,000?”

Options:

Option A: Hold Firm

• “Our standard 50% deposit ensures we can hold your date and cover our advance costs. This is our policy for all clients.”
• When to use: Standard bookings, new clients, busy season

Option B: Offer Compromise

• “I can do a 25% deposit ($500) with the balance due 30 days before the event instead of 7.”
• When to use: Slow season, repeat client, trying to close the deal

Option C: Accept Lower Deposit

• “Okay, I can do $200 deposit with the balance due immediately when you sign the contract.”
• When to use: Trusted repeat client, small event, not much risk

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Scenario 2: Client Pays Deposit Late #

Situation: Client signed contract 2 weeks ago but hasn’t paid deposit.

Steps:

1. Send Friendly Reminder (Day 3)

– “Hi [Name]! Just wanted to make sure you received the invoice for your deposit. Let me know if you have any questions!”

1. Follow Up (Day 7)

– “Following up on the deposit for your [event type] on [date]. Can I help with anything? Let me know if you’d prefer a different payment method.”

1. Firm Reminder (Day 14)

– “Hi [Name], I need to receive your deposit by [date] to hold your date. After that, I’ll need to open the date to other inquiries. Please let me know if you’re still planning to move forward.”

1. Final Notice (Day 21)

– “This is a final courtesy notice that your deposit is now significantly overdue. If I don’t receive payment by [date], I’ll need to cancel this booking and release your date.”

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Scenario 3: Client Wants to Split Balance into Multiple Payments #

Client says: “Can I pay $500 now, $500 in 2 weeks, and the final $500 at the event?”

Current Limitation:

• BookLive currently tracks “deposit” and “balance” (2 payments)
• Doesn’t have built-in support for 3+ payment installments
• Installments table exists but minimal implementation

Workarounds:

Option A: Track Manually

1. Set deposit to $500
2. Set balance to $1,500 (remaining amount)
3. When client pays second $500:

– Record payment manually
– Add note: “2nd of 3 installments”

1. Final $500 payment:

– Record manually
– Add note: “Final installment”

Option B: Adjust As You Go

1. Set initial deposit to $500
2. After they pay, edit performance
3. Update deposit amount to $1,000
4. Mark as “partially paid”
5. Collect final $1,000

Option C: Use External Tracking

• Track in spreadsheet
• Email confirmations for each payment
• Record all payments in BookLive when received

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Scenario 4: Event Gets Postponed #

Situation: Client needs to move event to a new date.

Deposit Handling:

Option A: Apply Deposit to New Date

• Most common approach
• Builds goodwill
• “Your deposit will apply to the new date.”

Option B: New Deposit Required

• If significant time passes
• If new date requires different resources
• “The deposit from the original date is non-refundable per our contract, but you’re welcome to book the new date with a new deposit.”

Option C: Partial Refund

• Refund portion of deposit
• Keep cancellation fee
• “I’ll refund $500 of your $1,000 deposit. The remaining $500 covers the cancellation per our agreement.”

Best Practice:

• Address postponements in your contract
• Be flexible when possible
• Document everything

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Troubleshooting #

“I don’t see deposit settings in my group” #

Check:

1. Are you a group leader? (Members can’t edit settings)
2. Navigate to: Group page → Settings → Financial Settings
3. Scroll down to “Payment Defaults” section

If still not visible:

• Settings may be in different location depending on version
• Try: Group page → Settings → Invoicing
• Contact support if you can’t find it

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“Client says they paid but I don’t see it in BookLive” #

Possible causes:

1. ACH payment (bank transfer) still processing

– Takes 3-5 business days to complete
– Status shows “pending”
– Will update when cleared

1. Payment went to spam

– Check your Stripe account directly
– Log in to Stripe dashboard
– Look for payment in last 7 days

1. Client paid to wrong account/business

– Ask for confirmation email or receipt
– Check what business name shows on their receipt
– May have paid wrong vendor

1. Payment failed but client didn’t notice

– Check declined payments in Stripe
– Contact client to retry payment

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“Deposit and balance amounts don’t add up correctly” #

Example issue: $2,000 total, $1,000 deposit, but balance shows $1,200

Possible causes:

1. Performance fee was changed after invoice sent

– Edit invoice
– Recalculate deposit and balance
– Re-send updated invoice to client

1. Manual payment recorded incorrectly

– Check payment history
– Look for duplicate payments or wrong amounts
– Edit or delete incorrect payment entries

1. Partial refund processed

– Check refunds tab
– Refunds reduce “payments to date”
– Balance increases when refund processed

Fix:

• Edit performance
• Re-enter correct amounts
• Save changes
• Recalculate automatically updates

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“Balance reminder wasn’t sent automatically” #

Check:

1. Is balance due date set?

– Edit performance
– Ensure “Balance Due” field has a date
– Must be a future date

1. Is client email correct?

– Check performance → Client details
– Verify email address is valid
– Test by sending manual reminder

1. Was balance already paid?

– If fully paid, no reminder sent
– Check payment status

1. System email delay

– Reminders sent via scheduled job
– May take up to 24 hours
– Check next day before troubleshooting

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Related Articles #

Financial Management:

• Invoice Generation and Management – Creating and sending invoices
• Collecting Payments from Clients – Payment methods and processes
• Setting Up Stripe Connect for Payouts – Receiving money in your account
• Handling Refunds and Payment Adjustments – Processing refunds

Performance Management:

• Creating Your First Performance – Setting up performances
• Managing Performance Details – Editing performance information
• Sending Contracts to Clients – Contract lifecycle

Getting Started:

• Complete Onboarding Guide for Individual Artists – Setting up your account
• Customizing Contract Templates – Include deposit policies in contracts

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Summary #

Managing deposits and balances in BookLive helps you:

✅ Protect your business – Deposits secure bookings and reduce cancellation risk
✅ Improve cash flow – Collect money before the performance
✅ Set clear expectations – Clients know exactly when payments are due
✅ Track payments automatically – BookLive calculates balances for you
✅ Send automatic reminders – Never forget to collect balance payments

Key Takeaways:

• Set group-level deposit defaults (typically 50%)
• Set balance due date 7-14 days before performance
• Send invoices promptly after booking
• Track all payments in BookLive (even cash/check)
• Follow up on overdue payments quickly
• Be clear about refund policies in contracts

Next Steps:

1. Configure your group’s default deposit settings
2. Create your next invoice with deposit and balance
3. Set up automatic payment reminders
4. Review your refund policy and add to contracts

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