If the payment was made outside of Gigwell (Stripe and Paypal), you must record the payment manually. This applies to payments made for the agency or the artist.
Recording Payments
Agency Payments
Once you issue the invoice to the buyer and collect the payment. You must go to Payment > Invoices > Open the invoice and click Record Payment
You'll have the option to add a date, payment method, reference code, notes, and attachments.
Artist Payments
If the artist issued their own invoice, you still need to created an invoice draft to be able to record the payment. This invoice won't count towards your invoice collection.
Recording the payment, you will need to select "Collected by Artist"
Once the payment is recorded, you'll see a summary of the recorded payment with downloadable documents.
Recording a bank transfer payment
When money arrives outside Gigwell — a bank transfer, a cheque, cash at the show — nothing updates on its own. You record it against the invoice yourself, and the booking and settlement figures follow from that.
Record the money coming in
Open the booking and go to Payment → Invoices.
Open the invoice the money relates to.
Click Record Payment.
Enter the date received and the method — bank transfer, cash, check or e-transfer.
Add a reference code and any notes, and attach a receipt or remittance advice if you have one.
Before you save, check the amount and the invoice against your bank record. A payment recorded on the wrong invoice, or for the wrong amount, changes what the booking says you're still owed and quietly follows through into the settlement.
Save.
Record the money going out to the artist
Recording money in doesn't record money out. When you've paid the artist:
Go to Payment → Settlement.
Click Record Settlement.
Enter the same date, method and reference details.
Leave Record Artist Settlement on if the artist already has their money. Turn it off if the payout hasn't gone yet.
Save.
Mark the settlement Complete only once the payout has actually left your account. Completing moves the booking out of Settlements and into Complete, and it becomes the record you reconcile against later.
Good to know
Only record a payment that genuinely arrived. A record of money that hasn't landed makes the booking, the settlement and every report built on them wrong, and it's fiddly to unpick afterwards.
Partial payments against a single invoice aren't supported. If money is arriving in pieces, or split between the artist and the agency, you need one invoice per portion — raise the second invoice before you record the second payment.
If Record Payment is greyed out, your buyer has started a payment in the portal. See the article on Record Payment being greyed out.
Once you record a payment, the invoice's item and tax fields lock. If you spot a mistake afterwards, see the article on fixing an invoice whose fields are locked.
Record Payment greyed out ("Payment started")
"Payment started" means your buyer opened a payment in the payment portal — card, PayPal or bank transfer — and began it. While that's in play, the invoice is locked against manual recording, so the same money can't end up recorded twice.
Work out what your buyer actually did
Check with your buyer before you do anything else, because the two cases go different ways.
They still intend to finish paying in the portal. Leave it alone. When they complete the payment it records itself against the invoice and the status updates — there's nothing for you to enter.
They abandoned the portal and paid you directly instead. The lock has to be lifted before you can record that payment by hand.
Confirm the money has actually landed in your account, and note the date, the amount and how it was paid.
This one needs our team — start a chat from the messenger and we'll sort it out. Once the invoice is released, you record the payment as normal under Payment → Invoices → Record Payment.
If that doesn't work
Don't raise a second invoice to get around the lock. You'd end up with two invoices covering the same money, a booking that reads as owed twice, and a settlement built on the wrong total.
Good to know
Paying through the portal is always optional for your buyer. They can pay you directly and you record it — the portal is a convenience, not a requirement.
A started payment doesn't mean money moved. It only means the payment flow was opened, so always confirm against your bank before you treat anything as received.
If your buyer thinks they completed the payment in the portal but nothing recorded against the invoice, start a chat from the messenger with the booking and invoice details and we'll trace it with you.
If you have any questions or need additional help, please reach out to support@gigwell.com or use the chat widget on your screen.