Hourly rates need a set length before the settlement has a total. Put a set time on the offer when you send it. After the show, add actual set times on top if what was played differed from the offer. Until hours exist, the settlement stays at $0 and no invoice is created.
Two kinds of times
Set time (on the offer) is what you agreed: start and end, or a duration if times are still to be confirmed. This is what hourly settlements use until actuals are recorded.
Actual set time is what really happened on the night. It sits on the same set. It does not replace the offered times. After the performance day, you can record actual start and end so the settlement uses the played hours instead.
Hours are counted in this order:
Actual start and end, when both are saved
Otherwise the offered start and end
Otherwise a suggested duration on the set, if you entered one
A guarantee or other flat fee does not need a set time in the same way.
Why the hourly settlement or invoice is $0
If the deal term is an hourly rate and Qty / Total are $0, there is usually no set (or no duration) on the booking. Quantity is then zero, the settlement stays $0, and invoices are not generated — including for Xero.
Fix it in this order:
Add a set time on the offer if none exists.
After the show, add actuals if the played time differed.
When the total looks right, approve the settlement so an invoice can be created. Confirming the booking does not approve the settlement unless auto-approve is on.
Add a set time on the offer
Do this when you send the booking, or later if you skipped it.
Open the booking.
On the offer, add a Performance set time with a start and end (or a duration if times are still to be confirmed).
Save. Draft settlements should recalculate.
You can turn Performance set time on by default for new bookings in Settings → Bookings. See Defaults for new events and bookings.
Record actual set times after the show
Use this when the set ran longer or shorter than the offer. The offered times stay as agreed.
You'll see Adjust Actual Set Time when all of these are true:
The booking has an hourly rate deal term
There's at least one performance set
It's on or after the performance day
The booking settlement isn't approved or closed yet
Once the settlement is approved or closed, actual set times lock so the numbers stay stable.
From the booking
Open the booking.
Select Adjust Actual Set Time (often in the footer on the offer view).
Enter the actual start and end for each set.
Save.
You can also edit actual times from the set time controls on the offer when that action is available.
Let the other side update actuals
When Actual set times is on (it is on by default), people on the booking — including the contact and anyone with the booking share link — can record actual start and end once the window above is open. They cannot change the offered set times this way.
The setting lives under Settings → Collaboration, in Booking offers. The switch is labelled Actual set times: People on your bookings can update when a set actually started and ended. Offered times stay as agreed.
To turn that off:
Open Settings → Collaboration.
In Booking offers, turn off Actual set times.
Save.
Account admins manage this setting. If it's off, only people who can fully edit the booking can change actual times through the usual edit flow.
Tips
Actual times matter most for hourly deals. Flat fees and other term types don't use this adjustment flow the same way.
Overnight sets still count as the show night — early-morning finishes after midnight stay tied to the performance day.
Updating actual times can refresh draft or recalculable settlements so amounts stay in sync with what was played.
Who gets emailed when actual set times change
When your Account has the Performance set time changed reminder enabled (paid plans), saving actual set times can send the same notification email used for scheduled set-time changes.
The person who made the change is not emailed about their own edit.
Everyone else configured on that reminder rule receives the email (often the receiving contact).
If the rule only lists the editor, the other side of the booking still gets notified (for example, the booker when the DJ saves actuals, or the DJ when the booker saves).
The email says actual set time (not scheduled) and shows previous vs new actual times when they differ from what was planned.
Turn reminders on or off under booking automation settings for the booking owner Account. If the reminder is off or your plan does not include it, no email is sent — the save still updates the booking and settlement.
Common questions
Why is there no invoice on an hourly booking? The settlement is still $0 (no set time) or still a draft. Add the set, add actuals if needed, then approve.
Can I add the set after the show? Yes. Add the offered set times that were played. On or after the performance day, use Adjust Actual Set Time if the played hours differed.
Can the contact enter actuals? Yes, when Actual set times is on in Settings → Collaboration → Booking offers. They use the booking or the share link. Offered times stay as agreed.
Does this send the invoice to Xero? Once the invoice exists on a booking your Account created, and Xero sync is on, it can go to Xero. See Connect Xero.