Publisher income – overview

Publisher income is the money you receive in your publisher bank account from your sales channels: distributors and retailers.

When do I need to add publisher income? #

Royalties HQ handles publisher income differently depending on whether your sales are in your publisher currency or a foreign currency:

Sales in your publisher currency (automatic) #

You don’t need to manually add publisher income for sales in your publisher currency. Royalties HQ automatically creates income payments for these sales. This saves you time and ensures accurate reconciliation.

International sales (manual entry required) #

For sales in a foreign currency, you must manually add a publisher income payment. This is because international payments involve currency conversion — the amount you receive in your bank account differs from the original sales currency.

When you add a publisher income payment for international sales:

1. Enter the amount in your publisher currency (the amount you actually received)
2. Link it to the relevant sales batch(es)
3. Royalties HQ calculates the exchange rate automatically based on the income amount and sales values

Negative international sales batches #

When an international sales batch has a negative total (due to returns or adjustments), Royalties HQ handles the exchange rate automatically:

• Automatic exchange rate lookup — Royalties HQ looks up the exchange rate at the end of that batch’s sales month
• Adjustable date — You can change the date used for the exchange rate lookup if needed (for example, to match your actual payment date)

This means you don’t need to manually create publisher income records for negative international batches.

Linking to sales batches #

Publisher income must be linked (reconciled) with one or more sales batches. This linking is what allows Royalties HQ to convert sales from the marketplace currency to your publisher currency.

• Unlinked payments show a red warning triangle in the ‘Sales batches’ column
• Linked payments show the number of linked sales batches

Automatic currency conversion #

When a publisher income payment is linked to sales batches, Royalties HQ automatically calculates the currency conversion rate and applies it to each sales line. This automates currency conversion from marketplace currencies to your publisher currency.

Viewing publisher income #

All publisher income payments are shown on the Publisher Income page (Main menu → Publisher Income).

Each payment is automatically named (e.g. “Payment #100”).

Filtering #

Filter the list by:

• Sales channel — Which distributor or retailer
• Marketplace — Which marketplace the sales came from
• Sales month — When the data was added
• Sales batches:
  • Allocated to sales batches — Linked/reconciled payments
  • Without sales batches — Payments not yet linked

Adding publisher income #

Publisher income can be added in two ways:

• Individually via the user interface
• In bulk via CSV upload — most efficient for multiple payments

Publisher income can also be edited and deleted.