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AI agent for vocal artists

Tour Logistics and Settlement Agent

A per-show and total tour profit statement, with short payments claimed

Budgets and moneyCreativesOperations
See how it worksGet access
Tour Logistics and Settlement Agent: what goes in, what the agent does and what you get

What it does

Travel, merch, guarantees and expenses are tracked by hand, and the real profit of a tour is unknown. The agent gathers show contracts, receipts and merch counts. For each date it reconciles the agreed guarantee and split against the settlement, flags short payments and calculates the profit per show and for the tour. If a number is off, it chases the promoter or tour manager with a clear message and checks the answer. It also checks merch counts against sales and stock. The artist approves the claim emails before they go out. Edge case: a split deal with a cost deduction list is calculated step by step, so the agent shows which deduction caused the shortfall.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueApprovedYes, continueNoNo 1 STARTS WHEN Show ends 2 USES A TOOL Collect the contract, settlement sheet and receipts 3 DOES Calculate the amount due from the guarantee andsplit 4 DOES Compare the amount due with the amount paid 5 DOES Reconcile merch stock against sales 6 CHECKS THE RESULT Does the paid amount match what is due, and doesmerch reconcile? If not: draft a claim or query with the calculationattached. Back to step 3. 7 YOU APPROVE Artist approves the claim emails 8 USES A TOOL Send the claim and track the reply 9 CHECKS THE RESULT Was the shortfall paid or explained? If not: prepare a follow-up with the contract clause.Back to step 5. 10 DOES Calculate per-show and total tour profit 11 RESULT Settlement report
Read the steps as a list
  1. Show ends
  2. Collect the contract, settlement sheet and receipts
  3. Calculate the amount due from the guarantee and split
  4. Compare the amount due with the amount paid
  5. Reconcile merch stock against sales
  6. Does the paid amount match what is due, and does merch reconcile?If not: draft a claim or query with the calculation attached. Back to step 3.
  7. Artist approves the claim emailsThe agent waits here for your OK.
  8. Send the claim and track the reply
  9. Was the shortfall paid or explained?If not: prepare a follow-up with the contract clause. Back to step 5.
  10. Calculate per-show and total tour profit
  11. Settlement report

How it decides

A show is flagged when the paid amount differs from the contract calculation by more than the tolerance. Merch is flagged when stock and sales do not reconcile.

  • Flag differences over $25 or 2%
  • Calculate deductions in the order the contract lists them
  • Count merch stock differences over 3 items
  • Include all travel and crew costs in profit

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Difference that triggers a claim (default $25)
  • Contract rules for deductions
  • Merch tracking method
  • Follow-up timing

What keeps you in control

It always asks you first

  • Sending claim emails
  • Accepting a short payment

Hard limits

  • Never sends an email without approval
  • Never accepts a short payment

It stops when

  • Done: all dates settled or claimed and the artist approved
  • Stop: a contract is missing

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensThe Leeds date guaranteed $1,500 plus 80% over $3,000 and paid $1,500. Ticket sales of $4,200 meant $960 more was due, so the check failed. The agent drafted a claim with the calculation. The promoter replied that $400 of production costs were deducted. The agent checked the contract, which allowed $250, and prepared a follow-up. The artist approved it.

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