From sales files to paid authors
in just a few hours
When manually calculating royalties in spreadsheets, independent publishers commonly spend many days on a royalty run. Royalties HQ is designed to radically streamline this process—let our software do the number crunching.
Four simple steps to complete
your royalty run
Upload your sales data, link your payments, run the calculations, and send statements. Royalties HQ handles the complexity so you don't have to.
Import Sales
Upload sales files from your distributors. Native support for all major formats.
Link Payments
For international sales, simply enter the payments you received. Currency conversion is automatic.
Run Royalties
One click calculates everything—splits, tiers, advances, and bills.
Send & Pay
Email statements and export bills to your accounting software. Done.
How quick is it?
A publisher with approximately 500 titles and 200 rights holders can expect to complete a royalty run in
Including adding new titles, new rights holders, importing sales data, and sending PDF statements to all rights holders.
Import your sales data from
any source
Sales data must be imported as a CSV or XLSX file. Multiple file formats are recognised automatically—just drop them in and Royalties HQ does the rest.
Native support for major distributors
Royalties HQ automatically recognises sales report files from the most popular book distribution platforms. Simply upload your files directly—no reformatting, no mapping columns, no headaches.
- Files are processed automatically with zero manual configuration
- Each sales line represents one title format, in one marketplace, in one month
- Sales lines are automatically grouped into batches for reconciliation
Drop your sales files - no edits needed!
CSV, XLSX supportedSupported sales file types
Don't see your sales channel? Talk to us.
Custom imports for any sales source
Not all sales come from major distributors. Whether you're selling direct through your website, at events, or via wholesale, Royalties HQ can handle it.
Use our custom CSV template to import sales from any source—e-commerce platforms, wholesale orders, in-person sales at book fairs, or any other channel where you sell your books.
- E-commerce sales from your own website
- Wholesale orders to bookshops and retailers
- In-person sales at events and book fairs
- Any intellectual property or digital asset sales
Royalties HQ CSV Template
Import any sales data using our simple template format. Works with any product type—books, ebooks, audiobooks, or digital assets.
Automatic currency conversion
without exchange rates
Enter the payment amounts you received from each distributor. Royalties HQ automatically converts all international sales into your currency.
Reconciliation, not conversion
Here's the clever part: Royalties HQ doesn't use exchange rates. Instead, it reconciles your sales data with the actual payments you received.
You link each publisher compensation payment to the relevant batch of sales lines. For each sales line, Royalties HQ calculates the converted amount based on the ratio of the sales line amount to the total sales batch amount.
This ensures that the amounts you receive are split and allocated correctly.
- No manual exchange rate lookups required
- Amounts always match what you actually received
- Works with any currency combination
Complex contracts made simple
Royalties HQ supports the most complex royalty arrangements—tiered royalties, multiple rights holders per title, different rates per format, and more.
Net Receipts
Share the royalty amounts received by the publisher with rights holders. Works with both print and digital formats.
Retail List Price
Calculate royalties based on the retail list price of the title. Applicable to print formats.
Retail Minus Discount
The retail list price minus the retailer/distributor discount. Applicable to print formats.
Tiered royalties (graduated royalties)
Set royalty rate percentages per rights holder that change based on sales performance. Tier breakpoints can be set by units sold or total net receipts.
Royalties HQ keeps track of the total earned royalties and units sold for each format of each title, so the current 'active' tier is always known.
- Different tiers per title format (ISBN)
- Automatic tier progression as sales grow
- Fine control over author percentage ownership
Example: Softback royalty tiers
First 500 units
501+ units
Ownership percentages automatically adjust as tiers are reached
Advances and expenses
Create advances and expenses for single titles, single title formats, or groups of titles. Earned royalties for relevant ISBNs pay off balances first.
Rights holders can have multiple balances, even for the same titles. Only when all balances are fully repaid will royalties result in payments to the rights holder.
- Balances clearly visible on royalty statements
- Automatic repayment from earned royalties
- Multiple balances per rights holder
Advance repayment tracking
Professional statements and
simplified payments
Generate clear, detailed PDF royalty statements for every rights holder with a single click. Then export bills ready for your accounting software.
One-click royalty statements
When you create a royalty run in Royalties HQ, PDF royalty statements are created automatically. Each statement clearly shows how royalties were calculated and what amounts are owed.
Statements generated from Royalties HQ tend to be richer in data than those created manually, and with fewer mistakes due to automatic error checking.
- Email all statements in one click
- Download PDFs for manual checking first
- Add your logo and custom branding
- Clear breakdown of advances and repayments
Professional PDF Statements
Clear, detailed royalty statements your rights holders will appreciate. Include your logo and custom messaging.
Fewer mistakes, better data
Royalties HQ helps you avoid errors before they happen and maintains a complete audit trail of every transaction.
Error checking
Royalties HQ highlights missing titles and missing rights holders before you run your royalties. No more discovering mistakes after statements have been sent.
Complete audit trail
Like accounting software, Royalties HQ manages a journal per title format for all royalties earned, advance payouts, and royalty payouts. Full reliability and transparency.
Your data, your way
Export all your titles, rights holders, percentage ownership, bills, and PDF statements at any time. No lock-in, no hassle. Cancel anytime.
We're here to help you succeed
Getting started with new software doesn't have to be daunting. Royalties HQ comes with comprehensive documentation and personal support to ensure you're up and running quickly.
Comprehensive User Guide
Our detailed documentation covers everything from importing your first sales file to running complex royalty calculations. Step-by-step walkthroughs with real examples make it easy to follow.
Browse the documentationPersonal Support
Have questions? Our team responds within one business day. We're publishers too, so we understand your challenges and speak your language.
Get in touchFree Data Migration
Already tracking royalties elsewhere? Send us your spreadsheets and we'll transfer your titles, rights holders, and contract data at no extra cost.
Learn morePublishers in the US and UK are
moving to Royalties HQ
Independent publishers are leaving behind spreadsheet chaos and expensive legacy software for a simpler, more affordable solution.
Ready to streamline your royalty runs?
We'll transfer your existing title and rights holder data to get you started. No long-term contracts—cancel anytime.