Platform Fees & Billing
How Greenroom's own platform fee is calculated per payroll run
Greenroom's platform fee is separate from union dues, taxes, and any payee's own pay — it's what your company pays Greenroom for processing a payroll run. It's charged per week, and what you pay depends on your production type and how many payees are on the run.
The schedule
| Production type | Weekly fee |
|---|---|
| Broadway | $10 per payee, with a $250 weekly minimum |
| Off-Broadway | $500 per week covering up to 50 payees, then $5 per payee above 50 |
| Development | $500 per week, flat |
An Admin sets your production type on the Production & unions stage of Company Setup. It locks once Greenroom approves your company (it then shows, locked, on Settings → Unions); after that, changing it is a request to Greenroom.
Touring productions appear on Greenroom's public pricing page as coming in 2027. There's no tour rate today, and a company can't be set to that type.
Who counts as a payee
The rule in one sentence: one head per legal entity the run owes — whatever number of records, classes, cheques, envelopes, or benefit funds it takes to pay them.
Three populations contribute heads:
| Population | Counts as |
|---|---|
| Payees | One head each. W-2 employees, loan-outs, contractors, and vendors all count, at the same rate. Excluded entries don't count. A payee on a benefits-only week counts too: they're on the run even though no wages are paid that week. |
| Unions | One head per union, not per benefit fund. AEA is one head whether it has three funds or eight. |
| Representatives | One head per agent or manager paid on the run. An agent with several clients on the same production, paid by two cheques, is still one head. |
The three don't double-count each other. If the same entity turns up as both a payee and a representative, it's one head — the count is of entities, not of the lists they appeared on.
Who counts as a head
Employees and loan-outs are heads, alongside contractors and vendors. An estimate that counts only contractors and vendors will be low.
Unions and representatives are heads. An estimate built from the cast list alone will also be low, by roughly one per union on the run.
What is never billed
| Not billed | Why |
|---|---|
| A run voided by our tax partner | The whole run bills nothing. This is keyed on the void marker our tax partner sets rather than on the run's status, since a status is operator-owned and never auto-flips on a void. |
| Excluded entries | Someone taken off the run isn't a head on it. |
| Tax impounds | Withheld and employer tax lines are not a head. |
A .045 settlement | A union whose money all settles through the box-office .045 stream doesn't count as a head, because no money moved through Greenroom. A union with any check or paid-directly obligation does count. |
Two payee records belonging to the same legal entity, such as a general manager carrying both a weekly salary record and an office-fee record, count as one head. Greenroom recognizes the entity by the full SSN or EIN on file, so the same goes for an agency representing several performers on the production. A record without a full nine-digit tax ID on file can't be matched to anything and bills as its own head. Matching can only ever reduce a bill, never raise one.
How run type affects the fee
Run type changes how the fee is billed:
| Run type | What's billed |
|---|---|
| Regular | The full schedule, including the weekly minimum |
| Off-cycle | The schedule without the weekly minimum |
| Amendment | The schedule without the weekly minimum |
| Prepay | Nothing at all — $0 |
Prepay runs carry no platform fee. On a prepay, show math beside Greenroom platform fee in the Fee & tax breakdown reads "Prepay — no platform fee (records a future period; the fee is billed when it runs as a regular payroll)".
Off-cycle and amendment runs waive the minimum, not the fee. A one-off shouldn't trip a weekly minimum, and an amendment corrects a run that already paid its minimum. But the base and per-payee charges still apply — an Off-Broadway amendment still bills its $500 base, and a Broadway amendment still bills $10 per head.
Because Off-Broadway and Development have no weekly minimum, waiving it changes nothing for them — an off-cycle Off-Broadway run is priced exactly like a regular one.
Worked examples
Remember that a "head" is a payee plus each union on the run plus each representative paid on it — 35 cast and crew on two unions with three agents is 40 heads, not 35.
| Scenario | Fee |
|---|---|
| Broadway, 15 heads, regular run | $250 (15 × $10 is $150, so the minimum lifts it) |
| Broadway, 40 heads, regular run | $400 (40 × $10 clears the $250 minimum on its own) |
| Broadway, 15 heads, off-cycle run | $150 (the minimum is waived) |
| Off-Broadway, 30 heads | $500 (inside the included 50) |
| Off-Broadway, 80 heads | $650 ($500 base plus 30 × $5) |
| Development, any size | $500 |
| Any tier, prepay | $0 |
Where the fee shows up
The platform fee appears in Greenroom's funding total for the run, Total to fund, alongside net pay, taxes, and union remittances. On the Payroll Summary's funding card, Cash Required for This Payroll is only the amount debited for this payroll and doesn't include the fee; the line under it names the fee as part of the difference, for example platform fee (+$250.00). The printed funding summary calls that figure Our tax partner's cash requirement. The fee is the only Greenroom charge in the funding total: no funding total carries a postage or mailing line, including for paper checks we mail. In the run's Fee & tax breakdown it's its own line, Greenroom platform fee, counted in Total payroll cost, and the printed funding document lists it as Platform fee. Click show math beside it to see the tier, each population of heads it priced (billable payees, unions, representatives), and whether the weekly minimum applied. On an off-cycle or amendment run where the minimum would otherwise have applied, the math says so, for example $250 minimum waived on off-cycle runs.
The fee is part of what a run's approval is pinned to. A change that moves the fee — adding payees, or a change to the company's production type — clears the approval and the run has to be approved again at the new amount. A change that leaves the fee where it was doesn't disturb an approval you've already given.
A different arrangement set by Greenroom
Greenroom can set a different fee for a company from a given pay date: a custom amount (flat per payroll, or per payee per payroll), or no charge at all. Managers have no control for this; it's set by Greenroom staff and recorded with a reason. A run it applies to is priced on those terms everywhere the fee appears, and a payroll with no charge shows Complimentary beside its $0 fee, with "Complimentary — Greenroom is not charging a platform fee for this payroll." A change to the arrangement clears the approvals of the open runs it re-prices. The terms in force when a run is submitted are frozen with it, the same as the fee itself.
After a run is submitted
The fee is fixed at the moment the run is submitted. From then on, the run's page in History and its printed funding document show the fee it was submitted with, never a fresh recount, so a later pricing change can't alter what a past run says it cost. If today's pricing would still produce the same figure, show math explains it as before; if not, the line reads The platform fee this payroll was submitted with. A run submitted before Greenroom began recording the fee shows no fee and reads Not recorded — this payroll was submitted before Greenroom stored the platform fee, so it is not included in the total.
Platform fee invoices
Invoices in the left nav opens Platform fee invoices, a read-only list that will carry a receipt for the platform fee on each paid run, each row expanding to the lines it's made of and the head count it was priced on. Greenroom isn't issuing these invoices yet, so for now the page reads No invoices yet. Nothing about how the fee is calculated or funded changes in the meantime.
Greenroom's own Pricing tab in Settings is visible to super admins only; company managers don't see it.