Royalty accounting,
from catalog to payout.

Create or update labels, tracks and releases through Excel workbooks. Review the proposed changes before committing them, and export selected records or a filtered catalog for further work.

Assign contracts and participation shares to individual tracks and releases, with separate allocations for sales and costs. Track and release assignments are independent; one does not automatically carry over to the other.

Match alternative identifiers, such as distributor codes or YouTube asset IDs, to the right track or release. Saved aliases help resolve later imports. External IDs remain separate reference fields, not matching rules.

Link unassigned repertoire to a deal using label or complete artist-name rules. Apply saved rules to new and updated records, or run matching for existing repertoire. Records with an existing sales contract are skipped.

Receive release and track metadata through ERN NewReleaseMessage deliveries. Qlero matches tracks by ISRC and releases by barcode or catalog number, with delivery results available for review. Takedowns and separate update messages are not processed.

Set rates by territory, sale type, format, price category, source and store. Use gross receipts, net receipts or supported per-unit bases. Qlero selects the most specific matching branch for each sales row.

Reuse a term across contracts or keep it specific to one deal. Duplicate a shared term to change one contract without changing the others, and assign sales, cost or deduction terms in bulk where available.

Apply deduction terms, change rates after configured thresholds and override participation for a sale type, source or store. The PPD royalty base is also available on these plans.

Each participating contract is calculated from the row's royalty base, its participation share and its adjusted rate. Missing terms or required exchange rates hold the affected share in suspense for correction, rather than producing a royalty.

Control whether a contract's negative balance can transfer to its account during period calculation. Use additional accounts to keep groups of deals separate, with account-level settings for their balance transfers.

Use a template that matches your provider's file layout. Templates map source columns into Qlero fields, with date formats, value mappings and defaults to support the import.

Build a template around a sample CSV or Excel file when an existing layout does not fit. Check the required-field mapping before importing the sales data.

Distinguish invalid rows, missing contracts, invalid contracts and partially reported sales. A file being ready is not the same as every row being ready to report, and a reported royalty is not a payment.

Revalidate invalid rows after resolving data or matching issues. Re-import when the stored file needs processing with a different template or mapping. Linked open periods may need recalculation; published or closed periods restrict re-import.

Record artwork, marketing and other recording expenses against a contract, track or release. Cost participation and contract cost terms determine the share allocated when you include the expense in a period.

Create or update batches of expenses with an Excel workbook. Qlero analyses the rows and shows the proposed changes before you commit the import. Supporting invoices can be attached to saved costs.

Keep an expense in its invoice currency and set the required exchange rates on the accounting period. Those rates are applied during calculation, before the contract's cost allocation.

Record recoupable advances and corrections on a contract, account or payee. These entries affect the statement balance at their full amount; they do not send funds or have a royalty percentage applied to them.

Bring an existing amount owed or unrecouped into Qlero before adding other transactions to that record. Place the balance at the appropriate contract, account or payee level without counting it twice.

Move through calculation review, file generation and final review. The Advanced workflow separates publishing from closing; the Simplified workflow publishes when the period closes. Closed periods cannot be reopened or recalculated.

Prepare monthly, quarterly, half-yearly and yearly deals on their respective cycles, with one open period per type. Reuse a sales file across cycles without importing it again. Period processing runs one at a time per record company.

Provide statement PDFs and detailed sales and costs CSVs. Configure the columns, order and headers of statement and suspense CSV outputs for the next file generation. These settings do not redesign the PDF or change calculations.

Build reports from Sales, Royalties, Costs or Reported Costs, with filters, selected columns and optional grouping. Generated files are snapshots; regenerate a report to reflect later changes.

Choose Manual Invoice, Self Billing Auto or Self Billing Request for each payee. The billing type determines how the invoice or request is created; it is separate from the method used to transfer funds.

Review requests before approving them. Self-billing requests depend on a payable balance above the invoice threshold, the required billing details and no ongoing payment. Approval does not mean funds have reached the payee.

Group eligible payments into a run, prepare them for review and download CSV or Excel payment files and self-bill PDFs. One ongoing payment run keeps preparation and completion in a defined sequence.

For manual bank transfers, your team transfers the funds outside Qlero. Executing the run records payments as paid, reduces the payable balances and sends notifications. This recording step is irreversible; it is not a bank transfer.

Show the current payable balance alongside published accounting periods. Artists can distinguish the latest statement's closing balance from a balance that has changed after a recorded payment.

Move from a payee summary into accounts and individual contracts. Download a statement PDF, Sales CSV or Costs CSV, and use the desktop ledger view to follow earnings, costs, transactions and transfers.

Explore published results by track, release, artist, territory or store. Filter by period and other sales dimensions to understand where revenue comes from. Net sales, royalties and payable balances remain distinct figures.

See request and payment statuses, recorded dates and payment references. Download available self-bill PDFs once payments are marked paid. Eligible payees can request their payable balance through the portal.

Use Administrator, Manager, Contributor and Viewer roles. Contributors can prepare periods but cannot publish or close them. Viewer access is read-only and excludes generated reports and Data Files.

Assign a colleague to specific record companies or give organization-wide access. An organization-wide assignment covers current and future record companies, so it is a deliberate access choice.

Grant Artist Portal access separately for each payee. An artist or representative can see the payees assigned to them without receiving internal team access. Permissions do not unlock plan features or add-ons.