Settings
Configure publisher details, currency, royalty statement customization, and Google Books metadata options.
Settings are accessed via the main menu > Settings.
General Team Settings
- Publisher Name – The name of your business or organisation. This appears in emails and royalty statements sent to rights holders.
- Country – The country where your company is registered.
- Currency – The currency of your company. The currency in which you receive payments from your distributors and which you pay out to rights holders. All sales imported into Royalties HQ will be converted to this currency. Once a royalty run has been completed, your publisher currency can no longer be edited.
- Timezone – the timezone where your company is registered.
- Contact Email – Used as the reply-to email address in emails sent to rights holders.
- Billing Email – Invoices will be sent to this email address.
- Tax/VAT Number – Optional.
Royalty statement emails
Royalty statement emails are sent from Royalties HQ directly to your right holders when you have completed a royalty run.
There are two settings related to this:
Reply-to email address
This is optional, but strongly recommended so that any replies from rights holders to system-generated emails are sent to you.
The statement emails are sent from a cms.royaltieshq.com email address, and it’s common for rights holders to reply to these emails with queries. We do not monitor these replies. Instead, you can add a ‘reply-to’ email address so that when rights holders reply to the royalty statement emails, their replies are directed to your email address.
BCC email address
RHQ can blind copy (BCC) the statement emails to another email address; for instance, to archive to a CRM or mailbox. This is optional, and the BCC address is not visible to your rights holders (this is why it’s called a “blind” copy). If you would like to use this feature, add the BCC email address.
Minimum Bill Payout Amount
If you withhold royalties when they are below a certain amount, enter your Minimum Bill Payout Amount here.
By entering a value here, bills are only created for a rights holder when the rights holder is owed a total that meets or exceeds this amount.
When the total amount owed to a rights holder in the current royalty run is less than the Minimum Bill Payout Amount, no bill is created and the amount remains on their statement of account (a financial journal) – effectively withholding this until their next royalty run.
Your Company Address
The address and details you enter here will be displayed on each PDF Royalty Statement, top right on the first page. You can also add company contact data such as email address, web address and phone number.
Logo for Royalty Statements
Upload your logo and it will be included on the cover page of each PDF royalty statement.
Maximum size is 4096×4096 pixels. Maximum file size is 5 MB. Supported formats: JPEG, PNG, and SVG.
Royalty Statement PDF – additional text
Optional. Use this to add generic custom text to the cover page of PDF royalty statements. Markdown can be used for styling.
Add your content and it will show in the preview to the right.
Royalty Statement Email Customisation
This section allows you to alter the email content sent to rights holders with their royalty statements depending on each rights holder’s payment status. This is because, by default, rights holders whose payment status is set to paused will not be included in the bills CSV download (more info on this here). So you can use this settings option to indicate to a paused rights holder that they will not be paid.
Add your content and it will show in the preview to the right.
Google Books Metadata
Metadata and book cover images from Google Books API can be fetched for title formats that have ISBNs. The data available varies, but can include:
- Cover images (saved to titles)
- Published dates
- Publisher/Imprint names
- Language codes
- Page counts
Only empty fields will be updated – existing data will not be overwritten.
Automatic fetching
When enabled, cover images and metadata will be automatically fetched from Google Books API when an ISBN is added to a title format (via UI or CSV import). Only empty fields will be updated – existing data will not be overwritten.
Manual fetch: You can also individually fetch metadata from Google Books API for each title, via the ‘title details’ tab (when a cover image does not already exist).
Batch processing
Use the “Fetch Metadata for All Titles” button to queue metadata fetching for all title formats with ISBNs. This processes all your titles in the background and fetches any available cover images and metadata from Google Books.