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You have already set up the basic company information on Back On Stage during the onboarding process, if not, please visit our turotial on creating an account to find out more. In this tutorial, we will take you through every step of configuring advanced settings in BOS.
It is important to set up all your Company Settings, because this will tell BOS how to handle more complicated tasks such as invoicing, auto-pay and auto-book.
The Dropdown Menu in the top left will take you to Company Settings, which will give you the following options:
- Company Settings
- Client Invoice Settings
- PayPal Settings
- Musician Auto-Pay And Payout Settings
- Auto-Book Preferences
- Company Administrators
- Delete Company
Let’s take a look into Company Details and make sure all your basic details are correct.
Make sure you fill out these details as best as you can, including phone number, email, address, fiscal year start, currency, and taxes. This will provide the basic financial framework for the BOS system.
CLIENT INVOICE SETTINGS
Next, let’s press “edit” to customize the Client Invoice Details.
By adjusting these invoice settings you will define the parameters for outgoing invoices, deposit options and invoicing timeline. It’s fairly straight forward, but important nonetheless. By default, we set the due date for the invoice balance to the date of the booking, unless you specify a new default due date here.
Go ahead and fill it out now! I’ll wait right here…
Setting up PayPal for your company will enable you to accept credit and debit card payments from your clients and pay your musicians too. This really is the one-stop money-moving tool you’ve been waiting for.
Once you are ready to continue, please find the PayPal settings in the Company Details.
Here, we will connect your BOS account to PayPal, letting you accept online payments from your clients and pay your band members through secure PayPal transfers.
**To link your PayPal account to Back On Stage, you will need to first obtain a PayPal Business Account.
It is important to remember that your clients do not need PayPal accounts to send you credit card payments, but your band members will need their own PayPal accounts to receive payouts.
Link Your PayPal Account to Back On Stage
Follow these instructions to link your PayPal Business account to Back On Stage:
- Sign up for a PayPal Business Account at PayPal.com
- Next, go to developer.paypal.com and login with your new PayPal business account credentials
- Click on “Live”, under ‘My Apps & Credentials,’ then click on “Create App”
- Give your app a name like “Back On Stage” so you can identify it. Then, click “Create App”
- Now you will see your “Client ID” and “Secret” for your newly created app integration
Copy and paste your Client ID and Client Secret into the spaces provided in your PayPal Settings area inside Back On Stage.
Click on “Connect Account” to finish the setup.
If you see any errors inside Back On Stage, please double check that you have copied the Client ID and Secret into the right boxes and that they match exactly.
PayPal Master Switch
Also located inside the PayPal Settings area is your PayPal master switch. Using this, you can enable or disable PayPal capabilities across your entire company. If this is disabled, clients will not be able to pay you via Credit Card, Debit Card or PayPal and you won't be able to pay your musicians with PayPal or Auto-Pay either.
Just toggle the checkbox on or off as you need, and click the “save” button.
What about PayPal fees?
Depending on where you are located and where you are accepting payments from or sending payouts to, PayPal charges fees for all transactions. We did lots of research before settling on PayPal as our main money tool, and believe us, you won’t find better rates out there.
Back On Stage is integrated with two different arms of PayPal, which are important to understand so you can understand the fees you’ll pay when receiving or sending money:
Receiving Money with PayPal Payments Standard
To accept client payments on your invoices, either via debit card, credit card or PayPal, you will pay a fee to PayPal equal to a small percentage of the transaction amount plus a small transaction charge.
To find out what the PayPal Merchant Fees are for PayPal Payments Standard in your area, just do a Google search for “PayPal Payments Standard Fees” and you should find what you need.
To give you an example, these are the fees in Canada:
- a fee of 2.9% of the transaction amount plus a fixed fee based on the currency
Sending Money with PayPal Payouts and Mass Pay
To send money to your musicians, Back On Stage uses the PayPal Payouts and Mass Pay integration. You don’t really need to know what that means, but in case you want to look it up, there you go!
Sending money is MUCH cheaper than receiving it. Not sure why, but we’re just glad PayPal cut us a break somewhere!
In short, transaction fees for sending individual payouts to musicians and staff are usually less than half a dollar. Again, this will depend on where you are located, as PayPal fees vary across countries.
To read more about fees associated with paying your musicians and staff inside Back On Stage, skip to the “ PayPal Fees for Paying Musicians” section below.
MUSICIAN AUTO-PAY & PAYOUT SETTINGS
While we’re on the topic of payment settings, let’s head over to Musician Auto-Pay and Payout Settings and set up how BOS handles paying your musicians. You can find it in the Company Details.
Keeping track of payments for your musicians is time consuming, so we have designed the Back On Stage app to automate the entire process for you!
If you have already connected your PayPal account earlier, you can go ahead and select “ENABLED” to switch on the Auto-Pay function here! This will tell BOS to send money to your musicians automatically at the time that you specify.
Auto-Pay will now be enabled for all your future bookings.
NOTE: Auto-Pay sends musician payouts via PayPal only. If you have not connected your PayPal account, Auto-Pay cannot function.
In your Individual Booking View, enabling Auto-Pay will also ‘check’ all those boxes for Auto-Pay payments beside each musician in your future bookings; however, you can still manually cancel the Auto-Pay payout for any individual musician by simply clicking on their respective checkbox to ‘uncheck’ it.
You may disable Auto-Pay anytime by selecting “Disabled” inside Auto-Pay Settings. This action will remove the auto-pay checkboxes mentioned above and will cancel all future automatic payouts.
PayPal Fees For Paying Musicians
NOTE: Musicians DO NOT pay any fees whatsoever to RECEIVE your payouts. In BOS, if a bandleader pays a musician $200, the musician will receive $200.
In case you care to know, Back On Stage is integrated with the PayPal Payouts API. As such, fees for sending payouts are reduced to nearly nothing.
For example, in 2020, the fee for a bandleader in Canada to pay a musician in Canada via Back On Stage, is a whopping $0.32! That’s less than the cost of most business cheques, and is lower than most individual transaction fees at financial institutions!
Here’s a chart we made to paint a bigger picture:
PayPal Fee Per Payout
Number of Musicians in Band
Total Fees for 1 Gig
You couldn’t hire a secretary to write 10 paychecks and deliver them to all your musicians for you, do all the bookkeeping, and file the invoices for just $2.50 USD...so this solution really is a no brainer!
PayPal fees in Canada and PayPal fees in the United States vary slightly for the PayPal Payouts and Mass Pay service that Back On Stage uses, but both are very reasonable. That’s why we chose PayPal to handle our payouts.
Please note that Back On Stage never takes any fees, commissions or markups of any kind on any money you move using our software. Whether you are accepting client payments or paying your musicians, your transactions are between you and PayPal only, we don’t touch your money!
Do you remember all the hours you had to spend on emails, phone calls and text messages just to get your musicians to answer whether or not they are available for a gig?
Well, you can say goodbye to that, because the Auto-Book function here will save you hours of labor. You will never have to wrangle musicians yourself again!
Simply put, the Auto-Book feature is a follow-up system that continually contacts your musicians at an interval you set, until they either accept or decline your gig offer. You can change these settings on a per-gig basis, but here, you customize the default settings so that you can avoid fiddling with the settings each time you need to book musicians.
When you edit your Auto-Book preferences, you set these three parameters:
- Send gig offers every __ hours - choose the interval at which you would like the system to send email gig offers to your required musicians
- Require a response within __ hours - this is the time limit that you give each musician to accept or decline. If they don’t reply within this time, they automatically decline
- Send a final reminder before the deadline? - set the number of minutes before the deadline that you’d like to send a final offer. You can choose not to send this if you wish.
The Auto-Book message that is sent to musicians will look like this:
(& Permission Levels in BOS)
Company Owner Level
There is only one owner for each company. This is the person who creates the company inside Back On Stage. There is no way to re-assign company ownership to anyone else, so make sure you set your company up properly, the first time.
If you want to transfer ownership to someone else, your only option is to change your personal profile to the new owner's details, meaning that any other companies that your personal account is connected to, will now be connected to them. As you can imagine, this is not ideal in most situations.
Company Owners have full company permissions as Full Admins do. However, only the company owner has permission to delete the company.
Next, in the Company Administrators settings, BOS gives you the ability to invite your teammates to help out with the administration tasks. There are two types of system admins: Full Admin and Basic Admin.
- Full Admins
Have the same permissions as the owner of the company, including moving money and creating financial transactions, but they cannot delete the company.
- Basic Admins
Have the following limitations:
- Cannot view or edit company PayPal Settings
- Cannot edit company Auto-Pay Settings in Company Details (read only)
- Cannot send or record payments to members from the Finances Tab inside an Individual Booking View (read only)
- Cannot edit Auto-Pay checkboxes inside Finances Tab in the Individual Booking View (read only)
- Cannot edit expense transactions inside the Finances Tab in the Individual Booking View
It is entirely up to you which member on your team, if any, you assign as admin in your organization. But we often find it helpful to run a company with a few people helping out behind-the-scenes. You can press the “Actions” button to edit admin type, or invite new members as admins by pressing either the “Invite Existing Member” or “Invite New” buttons below. These let you promote current members of your company or invite brand new members as admins, respectively.
Musician Permission Levels
Musician and staff members, known in Back On Stage as “Members” are addressed in the Members section of the app. But as for what permissions they have, Member accounts can access booking data important to them, but only for the bookings they have been booked for. They can also access the band's repertoire and setlists anytime.
Don’t worry, they won’t see any sensitive information like client contact details, contracts, invoices or fees collected, or what other members are being paid.
Maybe you want to start with a clean slate and build your BOS company profile from scratch again. Here in the Delete Company tab, you have the option to remove your company from BOS.
Deleting this company will remove it from your Back On Stage account, but your personal Back On Stage account will remain active.
This action will:
- Permanently delete this company
- Remove all leads, clients, bookings, members, invoices, transactions and all other data
- Remove this company from the accounts of all the members currently associated with this company
We strongly advise that you export all your clients, bookings and any other important data before you delete a company.