Expenses

Record project costs, import receipts, and see how they come off net royalties.

Overview

Expenses are the costs of making and releasing music: studio time, mixing, marketing and so on. Each one belongs to a project. When a contract pays someone on net income, OneClick takes these costs out of the earnings before working out their share.

See every project's costs at Tools → Expense Tracker, or one project's on its Expenses tab.

Adding an expense

Open Add expense

Press Add expense. On the Expense Tracker, first choose the artist and project under Which project?

Type one in

Under Type one in, press Add one by hand. To bring in receipts or a spreadsheet instead, see Importing from files below.

Fill in the details

Enter the Amount and currency (USD, EUR, CAD, AUD), the Date and the Category. A description is optional. Press Add expense.

Linked songs

Leave Linked songs empty if the cost was for the whole project. If it was only for certain songs, pick them, and it only comes out of what those songs earn. Either way, it's only taken out once.

Recoupable

Recoupable is on by default: the cost comes out of royalties for people paid on net income. Turn it off for costs the contract says can't be taken out. If part of a cost was recouped before you started tracking statements here, enter it under Advanced → Already recouped.

The Expense Tracker

Filters

Narrow everything on the page by Artist, Project or Category.

Totals and charts

Total tracked expenses and what's still to recoup, spend over time, and the split by category and by project.

The ledger

Every expense with how much has been recouped. Search it, sort by date, amount or how much is recouped, and open the ⋯ menu to edit or remove one.

Export

Download what you're looking at as a PDF or an Excel file.

Totals in US dollars

Total tracked expenses and the charts are added up in US dollars, and each expense still shows in its own currency. What's still to recoup shows in the currency it's recouped in.

Editing an expense that has already been partly recouped only affects future statements. Removing one doesn't change payments already worked out.

Importing from files

In Add expense, use Import from files and drop in receipts, invoices or an expense spreadsheet: PDF, photos (JPG, PNG, WEBP), Excel or CSV, up to 10 MB each. This is part of the Basic and Pro plans, or when you're working in a team; anyone can still add expenses by hand.

A receipt or invoice becomes one expense, at the total paid.
A spreadsheet becomes one expense per line. Total rows, refunds and lines without an amount are skipped.
A category and linked songs are suggested for you.
An amount in another currency is left blank for you to enter in USD, EUR, CAD, AUD.

Then Check what we found: shaded cells were filled in for you. Fix anything that's off, change several rows at once by selecting them, and press Save. Nothing is saved until you confirm, and either every selected row is saved or none are.

Credits

Each file is charged only if expenses are found in it, and the same file isn't charged twice in the same billing period. The price shows on the Import from files card.

How expenses affect OneClick

Costs only matter for people paid on net income; shares paid on gross are untouched. When a OneClick run includes someone paid on net, it opens Review costs to recoup before saving.

It lists the project's recoupable costs that still have something left to recoup.
A cost linked to songs comes out of those songs' earnings only. A project-wide cost comes out of every song paid on net.
Each statement recoups at most what the songs earned. Anything left carries to the next statement.
A cost is never recouped twice.

Change the amount to apply or Skip a cost for this statement (your saved expense doesn't change), add a missing one, then press Confirm & finalize. Finalizing is free.

Costs the label recoups

Some contracts let the label earn back recording costs from the artist's royalties. Those show as Recouped by the label: they're tracked here but not taken out of anyone's pay.

Who can add and edit

Everyone on a project can see its expenses. Project owners, admins and editors can add, edit, import and remove them.

Common questions

See all questions

What files does OneClick need?

The contracts or split sheets as PDFs, and the royalty statement as an Excel (XLSX) or CSV file. Text-based PDFs work better than scans. OneClick reads master royalties from streaming earnings, so a split sheet that covers publishing only won’t be picked up.

Before you start

Why is a payment on hold?

OneClick only counts an amount as owed when everything behind it was read from your documents or confirmed by you. Anything else shows greyed out as not counted yet; click it to see why. Answering I’m not sure to a question also puts that payment on hold, and amounts waiting for the label to earn back its costs stay on hold until it has.

Payments on hold

How do I pay a collaborator?

Go to Tools → OneClick → Royalty Tracking and press Draft payouts, or Pay Royalties on a OneClick result. Tick each person, then press Draft payouts: everyone gets their own draft with a full breakdown. Open a draft and press Pay now, or choose Mark as paid if you paid another way. Every paid payout has a receipt.

Creating a payout