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Royalty Accounting
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Royalty Accounting · Available now

Trace a royalty from usage to posted value.

Royalty Accounting connects usage statements to accounting documents, supporting evidence, independent review, journal posting and verified cash application. A preparer records eligible units, a rate and contract context on a statement attached to an accounting document.

Start now Download Proto
  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewApproved Awaiting Posting
Royalty Accounting · Accounting documents

Approved Awaiting Posting

posting waits for the ledger controller

New accounting document
Accounting documents in view
6
Total gross amount USD
3,300
Approved
6
Record numberSubjectStatusDocument dateGross amount USDOrganization
AD-84547Northstar Q3 audio royalty invoiceApproved17 Oct580Hearthline Print Licensing
AD-33889Cedar Sound September usage creditApproved28 Oct610Hearthline Collections
AD-10819Bluewater catalog advance adjustmentApproved03 Nov190Hearthline Rights UK
AD-29837Morrow House print royalty invoiceApproved31 Oct370Hearthline Publishing
AD-44885Silverleaf streaming usage invoiceApproved01 Nov770Hearthline Collections
6 of 6 records
Northstar Q3 audio royalty invoiceAccounting documents · AD-84547
Approved
Document date17 Oct
Gross amount USD580
OrganizationHearthline Print Licensing
Independent reviewAD-84547 · Northstar Q3 audio royalty invoice

Independent Reviewer decides the submitted revision and records a reason.

Waiting for Independent Reviewer
ApproveReturn
Example screen with sample data
Tables, ready to use
17
Saved views
16
Roles with set permissions
6
Reports and dashboards
8
Features

Follow each royalty decision

Every feature works on the same records. Pick one to see the screen your team works in.

Usage statements

Turn contract usage into a reviewed statement tied to an accounting document.

  • Prepare the basis
  • Hold the submitted revision
  • Release with evidence
  • Usage statements
  • Accounting documents
  • Record attachments
  • Review decisions
  • Operation receipts
Explore usage statements
OverviewStatements Awaiting Review
Royalty Accounting · Usage statements

Statements Awaiting Review

Approval waits for the independent reviewer

New
StatusRevisionContractPeriod endEligible unitsRate USD
Submitted80Northstar audio catalog, 202613 Oct230380
Submitted260Cedar Sound recordings, 202525 Oct60030
Submitted50Bluewater video rights, 202625 Oct910590
Submitted350Morrow House print rights, 202404 Nov90860
Submitted710Silverleaf stream rights, 202624 Oct80390
6 of 6 records
Northstar audio catalog, 2026Usage statements · US-38405
Submitted
Revision80
Period end13 Oct
Eligible units230
Rate USD380
ParentHarborline licensing expense
Example screen with sample data
Process

From usage claim to reconciled value

Usage to reconciled royalty ships ready to use. One step needs a named approval before the work moves on: Independent review (Independent Reviewer).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

  1. Prepare document

    Record the partner, amount and account basis.

    Northstar Q3 audio royalty invoiceAD-84547 · Accounting Preparer
    Prepare documentBy Accounting Preparer

  2. Submit revision

    Freeze the document and its support for review.

    Northstar Q3 audio royalty invoiceAD-84547 · Accounting Preparer
    Submit revisionBy Accounting Preparer

  3. Independent review

    A separate reviewer decides the submitted revision.

    Northstar Q3 audio royalty invoiceAD-84547 · Independent Reviewer
    Independent reviewBy Independent Reviewer
    ApprovalIndependent Reviewer decides the submitted revision and records a reason.

  4. Post journal

    Check the open period and balanced saved lines.

    Northstar Q3 audio royalty invoiceAD-84547 · Ledger Controller
    Post journalBy Ledger Controller

  5. Apply verified cash

    Match a unique receipt within remaining balances.

    Northstar Q3 audio royalty invoiceAD-84547 · Cash Reconciler
    Apply verified cashBy Cash Reconciler

  6. Reconcile effects

    Compare the source with the actual recorded effects.

    Northstar Q3 audio royalty invoiceAD-84547 · Ledger Controller
    Reconcile effectsBy Ledger Controller

Start with Statement review

Inside a record

Connect source events with clear identity

Open any accounting document to see its journal entries, the roles that work on it, its process stages and its approvals on one page.

  1. 1
    Record details

    Document date, Gross amount USD and Organization.

  2. 2
    Journal entries

    Each line is linked to this accounting document.

  3. 3
    Who works on it

    Accounting Preparer, Independent Reviewer and Ledger Controller, each with their own permissions.

  4. 4
    Process stages

    Every status change, in order.

  5. 5
    Approvals

    Independent review, with who decides.

Approved Awaiting PostingNorthstar Q3 audio royalty invoice
Royalty Accounting · Accounting documents

Northstar Q3 audio royalty invoice

Hearthline Print Licensing · Approved

Log activity
1
Record details
Document date17 Oct
Gross amount USD580
OrganizationHearthline Print Licensing
2
Journal entries

Northstar Q3 audio royalty invoice

NamePosting datePosted at
Q3 Northstar royalty accrual10 Oct11 Oct
Cedar Sound usage credit reversal10 Oct15 Oct
Bluewater advance amortization15 Oct17 Oct
Journal entries
6
3

Who works on it

  • Accounting PreparerManage accounting documents, document lines, usage statements…
  • Independent ReviewerManage review decisions
  • Ledger ControllerManage accounting periods, ledger accounts, journal entries…
5

Approvals

  • Independent reviewIndependent Reviewer
    Approved
Example screen with sample data
Approvals

Keep decisions independent

OverviewApprovals
Royalty Accounting · Overview

Approvals

Signed in as Independent Reviewer

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • US-38405Northstar audio catalog, 2026
    Harborline licensing expenseRequested by Accounting Preparer
    Submitted0dActions
  • US-57885Cedar Sound recordings, 2025
    Evergreen image rights creditRequested by Accounting Preparer
    Submitted4dActions
  • US-42560Bluewater video rights, 2026
    Bluewater catalog advance adjustmentRequested by Accounting Preparer
    Submitted3dActions
  • US-69292Morrow House print rights, 2024
    Northstar Q3 audio royalty invoiceRequested by Accounting Preparer
    Submitted3dActions

Who approves what

DecisionApprover
Independent reviewA separate reviewer decides the submitted revision.Independent Reviewer
Approve accounting documents, usage statementsIndependent Reviewer
Approve journal entriesLedger Controller
3 approval rules · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens Royalty Accounting to the work that is theirs. Pick a role to see what it starts with.

Accounting Preparer

Creates document lines and usage statements, checks partner eligibility, and submits revisions for review.

This is the first screen this role sees.

OverviewDraft Statements

Draft Statements

Usage statements · Accounting Preparer

StatusRevisionContractPeriod endEligible unitsRate USD
Draft260Northstar audio catalog, 202618 Oct560590
Draft880Cedar Sound recordings, 202522 Oct210180
Draft320Bluewater video rights, 202604 Nov230660
Draft30Morrow House print rights, 202415 Oct160870
Draft20Silverleaf stream rights, 202626 Oct280490
6 of 6 records
Example screen with sample data

Roles and permissions

Reports

Explain the figures behind each total

Explain posted value, statement basis, cash applications and exceptions.

Overview
Royalty Accounting · Overview

Royalty Accounting dashboard

This quarter

Usage statements in view
6
Total eligible units
2,000
Draft
6
Period end within 14 days
3

Accounting documents by status

How far records got this quarter

StageReachedStep
Draft43
Review1944%
Approved842%
Posted113%

Gross amount USD by status

Sample totals per stage

1.0k0
-1000Draft
0Review
1.0kApproved
1.0kPosted
1.0kReversed
Example screen with sample data
  1. 01Posted value by organization

    Sum posted document gross amounts by organization and posting date.

  2. 02Royalty units by contract

    Group completed statements by contract and period end, with eligible units and rate.

  3. 03Review outcomes

    List each decision, reviewer, source revision, date and reason.

  4. 04Journal balance check

    Compare debit and credit line totals for each posted journal.

  5. 05Cash applied against receipts

    Compare verified receipt amounts with linked applications and reversals.

  6. 06Open period posting

    Show posted journals and their associated accounting periods.

  7. 07Operation exceptions

    Show failed and needs-review operation receipts with action and reason.

  8. 08Partner document activity

    Group accounting documents by counterparty, status and gross amount.

All reports and dashboards

Who it's for

Built around licensing work

See how Royalty Accounting fits your kind of team.

Licensing publishers

Review reported usage and carry approved royalty value into the books.

Media licensing teams

Keep usage periods, reviewer decisions and cash effects attributable.

Software licensing teams

Connect reported licensed use to reviewed statements and posted documents.

Controls

Check revisions, balances and effects

Each stage of usage to reconciled royalty names the role that acts and the status it records, so a change is never anonymous.

OverviewUsage to reconciled royalty
Royalty Accounting · Process

Usage to reconciled royalty

Each stage, the role that acts and the status it records

Process stages
10
Approval steps
1
Roles involved
4
Tables touched
5
Submit revision
Accounting Preparer
StatusDraft → Review
RecordsUsage statements
Independent reviewApproval
Independent Reviewer
StatusReview → Approved
Release statementApproval
Independent Reviewer
StatusSubmitted → Completed
RecordsOperation receipts
Usage to reconciled royalty
  1. Start
    Submit revisionDraft → Review
    Usage statements
  2. Approval
    Independent reviewReview → Approved
    Independent Reviewer
  3. Approval
    Release statementSubmitted → Completed
    Operation receipts
  4. Step
    Post journalApproved → Posted
    Ledger Controller
  5. Approval
    Correct accepted scopeIndependent Reviewer, Accounting Preparer
    Independent Reviewer
Example screen with sample data

See each stage in detail

AI agent

Prepare the next review with Proto

Ask an assistant to prepare royalty work while people keep decision authority.

It can

  • Accounting Preparer: Gather a statement's contract, period, eligible units and rate for review against its parent document.
  • Independent Reviewer: Present the submitted revision, evidence and earlier decisions for a human decision.
  • Ledger Controller: Find approved documents and show the open period and saved journal balance checks.
  • Cash Reconciler: Compare a verified receipt with applications and the posted document's remaining amount.

Stays with a person

  • A person decides an independent approval and any correction of accepted effects.
  • Posting and cash application depend on actual period, balance, identity and persisted-effect checks.
  • Ask the assistant to show the source records and intended action for review.

Set up an agent

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

  • Royalty Accounting
  • Payment provider
  • Usage source
  • External effect provider
Data model

Your data, in tables you can change

Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

Browse all 17 tables
17tables
  • Usage statements5
  • Accounting documents7
  • Ledger posting7
  • Cash and reconciliation5
  • Partners and access8
  • Evidence and exceptions8
Implementation

Roll out one team at a time

Start with one team and one process, then add the rest once the basics are running.

  1. Establish scope

    Select an organization, partner, contract and accounting period for the first cycle.

  2. Prepare references

    Check team membership, partner eligibility and active ledger accounts.

  3. Review a statement

    Enter usage and evidence, submit a revision and record an independent decision.

  4. Post value

    Approve the document, use an open period and confirm balanced saved journal lines.

  5. Reconcile cash

    Verify one provider receipt, apply a partial amount and inspect the remaining balances and operation results.

Read the implementation plan

Pricing

$0per user

The base account and everyday work in the ERP.AI app are free, for every user.

  • No per-user or per-seat fees
  • Viewing, editing, approving and exporting records in the app is free
  • Pay only for machine work: API calls, imports, workflows and AI agents
  • Prepaid credits from $5. Purchased credits never expire

Pricing details

Machine work rate card Included per $1 of credit

Machine work rate card
UsagePer $1
Record reads (list, filter, get)20,000
Search or aggregate queries4,000
Record writes4,000
Imported or synced records200,000
Workflow runs2,000
AI agent runs2,000
Scheduled jobs or webhooks20,000
File uploads (MB)2,000
CSV or PDF exports100
FAQ

Questions, answered

Scope, rollout and pricing for Royalty Accounting.

All questions
How do I get started?

Click Get started, then use Proto to configure Royalty Accounting for your business. Start with one organization, partner, contract, reporting period and reviewed document.

What makes a royalty statement ready for review?

Enter its contract, period end, eligible units and rate, connect the parent document and provide the supporting evidence. Submit a fixed revision for the independent reviewer.

Who approves an accounting document?

An Independent Reviewer decides the submitted revision and records a reason. The Accounting Preparer owns preparation and corrections.

When does approved value become posted value?

After an open-period check, saved journal lines balance and the journal and source document are marked Posted with actual dates.

Can a payment event be applied twice?

The receipt keeps the provider event identity, and application uses a stable operation key. The reconciler checks persisted applications and remaining amounts before another attempt.

How do partial receipts work?

A positive application may use part of a verified receipt and part of a posted document's outstanding amount. Both remaining values stay available for reconciliation.

How are rejected statements corrected?

The preparer revises the claim and submits the new version. The earlier decision and its reason remain tied to the earlier revision.

What happens after a posted amount needs correction?

The reviewer authorizes the executed correction, and a compensating journal retains the original source identity and effect history.

Where do uncertain operations appear?

Operations Needing Review and Failed Operations show result records that need examination against local sources and effects.

What does Operations Overview show?

It brings posted value, ledger balance, pending decisions and failed operations into one starting screen for the finance team.

Set up Royalty Accounting your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

Start now Download Proto

How to get started

A personal agent for your business

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