Using Hot Giggity As Your Invoicing Solution - For Free!

Hot Giggity helps artists and act owners manage the full booking workflow in one place.

Instead of jumping between your calendar, invoices, contracts, emails, player messages and set lists, you can create the booking, invite your players, send invoices and contracts to your client, share set lists, and track invoices from inside Hot Giggity.

In short:

• Create a booking for your solo act, duo, trio or band
• Add client, venue, fee and invoice details
• Invite players and confirm fee splits
• Review player super amounts where applicable (Australia= in Australia
• Send deposit and balance invoices to your client
• Send a client contract as a PDF
• Share set lists and gig notes with your players
• Track invoice status from your account
• Pay your players' super (Australia only)

About This Guide

This guide explains how to create an Act Booking & Invoice in Hot Giggity.

Use this workflow when your act is being booked by a client, venue, agent or private hirer off-platform, and you want to manage the booking, invoices, contract and players from one booking sheet.

Before you start:

Create the Booking

Step 1 - Create a New Booking

You can create a booking in two ways:

• Click directly on a date in your calendar
• Click the Create a Booking button

If you create the booking from the calendar, the selected date will automatically populate in the booking sheet.

Select Act Booking & Invoice when you are creating a booking for one of your acts, such as a solo act, duo, trio or band.

This option lets you create the booking, add client details, invite your players, and send invoices and a contract to your client.

Complete the Booking Sheet

Step 3 - Add the Gig Details

The booking sheet will open with the selected date already filled in.

You can then add or update:

• Start time
• End time
• Load-in time
• Soundcheck start and end time
• Event title
• Venue details
• Ticket URL, if the event is ticketed

If the venue already exists in Hot Giggity, the venue address details may populate automatically.

Step 4 - Add the Client Details

The client details are important because they are used on the invoice and contract sent to your client.

Add the client's:

• Company or organisation name, if relevant
• First name and last name
• Contract address
• Phone number
• Email address

Make sure the email address is correct. This is the address Hot Giggity will use when sending the invoice and contract.

Step 5 - Choose Your Act and Publishing Options

Select the act being booked.

You can also choose whether the booking should be published publicly, such as on your public profile or to Facebook if you have that option connected.

For private events, such as weddings, parties or corporate functions, you may prefer to leave public publishing options turned off.

Step 6 - Set the Fee, Deposit and Balance Invoice Details

Enter the total gig fee for the client.

You can also create:

• A deposit invoice
• A balance invoice

You can choose the due date for each invoice. For example, the deposit may be due immediately, while the balance may be due on the day of the gig.

Note: The gig fee field is entered before GST, VAT or other sales tax, where applicable.

Step 7 - Add Gig Requirements, Notes and Contract Terms

You can add extra information for the booking, including:

• Number of sets
• Dress requirements
• Production requirements
• Load-in notes
• Other gig notes and attachments

You can also include client contract terms. These terms can come from the default contract terms saved against your act profile.

Once the booking details are complete, click Save and Next.

Review the Lineup and Invite Players

Step 8 - Review the Player Lineup

After saving the booking, Hot Giggity will take you to the player lineup.

If your act has default players and fee splits, the lineup will automatically populate based on your act settings.

You can then:

• Review the players listed for the gig
• Change a player
• Check whether a player is available
• Add another performer
• Review or adjust player fee splits

This helps make sure everyone knows who is booked and what they are being paid before invitations are sent.

Screenshot: Player lineup and fee split screen.

Step 9 - Review Player Fees, Super and Invoice Amounts

Once the lineup is correct, review each player's fee before sending the invitation.

For Australian users, this screen can also show the super amount calculated for each player where super applies. This gives act owners visibility of the player fee, estimated super and invoice amount before players are invited to the gig.

The Super column helps you see which players may have super attached to their booking fee. Some players may show a dash if super does not apply or if their setup does not trigger a super calculation.

Where player super applies, the calculated player super amounts will also appear in your Hot Giggity Super Ledgers. This helps you track the super you owe for eligible players alongside the related booking and player invoice.

If your account is set up for HG Super Pay, you can also pay eligible player super through Hot Giggity using the HG Super Pay workflow.

To learn more, read Pay Your Players' Super with HG Super Pay.

Step 10 - Invite Your Players

Once everything looks correct, click Save & Invite Players.

Your players will receive an email and app notification inviting them to the gig.

When a player accepts the invitation, their status will update and their invoice will be created based on the fee shown in the lineup.

Step 11 - Save as Draft if You Are Not Ready

You do not have to notify players or the client straight away.

If you are still checking the details, you can leave the booking in draft. A draft booking allows you to continue working on the booking sheet before invitations, invoices or contracts are sent.

Draft bookings can be viewed from My Schedule or from your calendar.

Manage the Booking

Step 12 - Message Your Players

Each booking has its own message thread.

You can use this to send gig-specific updates to your players, such as:

• Arrival reminders
• Load-in details
• Production notes
• Set list reminders
• Other information related to that booking

This keeps the conversation attached to the gig instead of scattered across text messages, emails or social media chats.

Step 13 - Notify the Client and Send the Invoice and Contract

When you are ready, open the booking and select the option to notify the client.

Hot Giggity will pull through the client's email address from the booking sheet.

You can then write a message to the client and preview the email before sending.

The client email can include PDF attachments for:

• Deposit invoice
• Balance invoice
• Client contract

The email preview will show the message, act details and event information before it is sent.

Once you are happy with the email and attachments, click Send.

Step 14 - Add and Share Set Lists

Open the Set Lists section inside the booking.

You can copy an existing set list from your act profile or create a new set list for the gig.

You can also:

• Change the order of songs
• Add songs from your act's song list
• Add song keys
• Create multiple sets, such as Set 1, Set 2 or Dinner Set

When your players open the booking, they will be able to see the assigned set lists.

Step 15 - Track Your Invoices

Your deposit and balance invoices will appear in the invoices section.

From there, you can:

• View invoice details
• Check whether invoices are outstanding
• Open the deposit invoice
• Open the balance invoice
• Mark invoices as paid once payment has been received

This helps you keep track of what has been invoiced and what is still outstanding.

Troubleshooting & FAQ

Why can't I see super for a player?

Super will only show where the player is a sole trader and booking details trigger a super calculation. If a player shows a dash, super may not apply.

Where do player super amounts appear after the booking is created?

Where player super applies, the amounts will appear in your Super Ledgers. From there, eligible Australian users can track the super they owe and pay it through HG Super Pay if their account is set up for that workflow.

How do I pay player super through Hot Giggity?

Australian act owners can use HG Super Pay to pay eligible player super from inside Hot Giggity. Read Pay Your Players' Super with HG Super Pay for the full setup and payment guide.

Can I leave a booking in draft?

Yes. You can save the booking as a draft while you are still checking the details. Players and the client are not notified until you invite the players or send the client email.

Can I send both a deposit invoice and a balance invoice?

Yes. You can create a deposit invoice and a balance invoice from the booking sheet, then choose the due date for each invoice.

Can I use this for private bookings?

Yes. Act Booking & Invoice can be used for private events, weddings, parties, corporate events, venue gigs or agent bookings where your act needs to manage the booking and invoice a client.

Summary

Using Hot Giggity as your booking and invoicing solution helps you manage the full gig workflow in one place.

You can create the booking, invite your players, review player fees and super where applicable, send invoices and contracts to your client, share set lists, message your players and track invoice payments from the one booking.

If you need help, contact the Hot Giggity team at support@hotgiggity.com.