12 Questions to Ask Before Choosing Royalty Software

Not all royalty software is built the same. Before you commit to a platform, here are the questions that separate tools that will actually help from tools that will create new problems.

Questions about the trial

1. 1Can I try with my real data? A demo with fake data tells you nothing. You need to see how the system handles your actual catalogue, DSP exports, and contract structures.
2. 2Is there a time limit or feature limit? Some trials restrict key features. A good trial gives you full access to evaluate properly.
3. 3Do I need to enter payment details? Requiring a credit card upfront is a friction tactic. Confident vendors let you try first.

Questions about functionality

1. 1How does DSP import work? Can you upload CSVs directly? Does the system normalise different formats automatically? Or do you still need to reformat manually?
2. 2How are splits stored and applied? You should set up contract terms once and have them apply automatically every period — not re-enter them each time.
3. 3How does recoupment work? Can you log advances at the point of issue? Does the system track ring-fenced vs. cross-collateralised separately? Is the full history visible on statements?
4. 4Do artists get portal access? If the system doesn't include artist-facing portals, you're still sending PDFs manually.
5. 5Is there an audit trail? When an artist disputes a number, can you show exactly how it was calculated — with timestamps?

Questions about pricing

1. 1What's the pricing model? Per-artist? Per-revenue? Per-statement? Hybrid? Understand exactly how costs change as you grow. Revenue-based pricing can reach $500+/month at scale.
2. 2Are there onboarding or setup fees? Some platforms charge thousands upfront before you can even start. Others are self-service from day one.
3. 3What happens when I scale? If you double your revenue next year, does your software bill double too? Per-artist pricing stays flat regardless of earnings.
4. 4Are contributors included or extra? Managing producers, writers, and freelancers is core to royalty accounting. Some platforms charge extra for each one.

Questions about independence and data

1. 1Who owns the platform? Is it owned by a distributor, a major label, or an independent company? Distributor-owned tools may have conflicts of interest or use your data to inform their own business decisions.
2. 2How is my data used? Is your catalogue and revenue data used only to run your account? Or does the vendor aggregate it, sell insights, or use it for other purposes?
3. 3Can I export my data? If you leave, can you take your full history — statements, splits, recoupment records — with you?

Questions about the vendor

1. 1Who built this? Is the team familiar with music industry accounting, or is this a generic tool adapted for music?
2. 2How responsive is support? Send a question during your trial and time the response. This tells you more than any sales call.
3. 3What happens to my data if I leave? Can you export everything? In what format? Data portability protects you from lock-in.
4. 4Is the pricing transparent? Hidden fees, per-feature charges, and complex tiers are warning signs. Good pricing is simple.

Red flags to watch for

• No trial, or a trial that requires payment details upfront
• Sales-heavy process with pressure to sign before you've evaluated properly
• No artist portal — you're still doing manual statement delivery
• Complex pricing with per-feature or per-artist charges that make costs unpredictable
• Slow or unhelpful support during the trial period
• No clear data export option

The right tool should make your life easier from day one. If you're fighting the software during the trial, it won't get better after you pay.