Use deferred revenue-share settlement when a trader, stallholder, caterer, or other participant owes the organiser a percentage of an agreed sales figure and the final fee cannot be known before the event. SmartGig keeps the agreement visible without asking for payment, then calculates the charge after you enter the agreed sales figure.
This feature records a fee the participant owes the organiser. It does not import sales from a till or card processor, divide customer payments automatically, or send the participant a payout.
Agree the terms first
- Share percentage: the percentage of the agreed sales figure that becomes the fee.
- Sales basis: gross sales, net sales, or another agreed figure. SmartGig labels the figure but does not decide which costs, refunds, taxes, or deductions belong in it.
- Minimum fee: an optional floor applied when the percentage calculation is lower.
- Maximum fee: an optional cap applied when the percentage calculation is higher.
- VAT treatment: choose whether the calculated share includes VAT or has VAT added.
- Settlement due date: the date by which the sales figure or resulting payment should be settled under your agreement.
- Agreement notes: record important inclusions, exclusions, evidence requirements, and the source of the final sales figure.
Put your definition of sales in the agreement notes. For example, state whether refunds, card processing charges, VAT, discounts, or cash sales are included.
Set up revenue share when adding a participant
Open the event participant list
Choose Add participant and enter or select the participant as usual.
Choose Settle after event
Select this pricing arrangement instead of list price, no payment, or a fixed custom price.
Enter the agreement
Add the share percentage, sales basis, optional minimum and maximum, VAT treatment, due date, and notes.
Review and add the participant
The participant is added with an Awaiting settlement status and no amount due yet.
Convert an existing participant
Open the participant
Find the Pricing arrangement panel on the participant detail page or participant drawer.
Choose Set up deferred settlement
Enter and save the agreed terms. Existing pricing is replaced by the pending settlement arrangement.
Check the participant portal
The portal shows the agreement and explains that nothing is due until the organiser finalises the settlement.
You cannot replace existing pricing with deferred settlement after money has been logged or an invoice has been sent. Resolve those finance records before changing the arrangement.
What happens while sales are pending
- The participant shows as Awaiting settlement rather than unpaid or no payment required.
- No balance is requested and invoice actions stay unavailable until the settlement is finalised.
- The pending amount does not block operational confirmation or check-in when the participant meets the other approval and compliance conditions.
- The Events dashboard highlights participants awaiting settlement so finance follow-up is not lost after the event.
- The participant portal shows the agreement summary, due date where set, and that nothing is currently due.
Enter sales and finalise the fee
Open the participant after the event
Go to the deferred revenue-share settlement panel.
Enter the agreed sales figure
Use the figure that matches the saved sales basis and agreement notes.
Add a sales report reference
Optionally record a Z report, statement, reconciliation, or other evidence reference.
Review the calculation
SmartGig applies the share percentage, minimum or maximum, and VAT treatment and previews the total.
Override only when necessary
If the agreed final VAT-inclusive amount differs from the calculation, enter an override and explain the reason.
Choose Finalize
The sales figure, calculation, reference, and final amount are locked into the settlement record.
Invoice and collect payment
Invoice and payment actions become available against the final balance.
Calculation example
For a 12.5% share of £3,000 agreed sales, the share is £375. If the agreement says Share plus VAT and the event VAT rate is 20%, the final total is £450. If it says Share includes VAT, the total remains £375. Any saved minimum or maximum is applied before VAT.
After finalisation
- The settlement shows the agreed sales figure, calculated share, final amount, timestamp, and sales reference.
- A payment reference is available and the final balance can be invoiced or collected through the event payment methods.
- Payment reports include the pricing arrangement, settlement status, and reported sales figure.
- The settlement is locked to preserve the finance record and audit history.
Check the sales figure, VAT treatment, minimum, maximum, and any override carefully before choosing Finalize. A finalised settlement cannot be edited from the participant page.
Need payments tied to the rest of the event?
SmartGig connects trader applications, ticketing, invoices, balances, refunds, documents and operational history so finance is not stuck reconciling loose exports.
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