19 Questions to Ask Before Choosing Royalty Software

Use these 19 questions to compare functionality, evaluation access, pricing, data ownership and support before choosing royalty software. Test representative files and record the answers that matter to your team.

Questions about the trial

1. 1Can I try with my real data? A prepared demo shows the workflow. Testing supported files and representative deal structures helps you assess fit for your own operation.
2. 2Is there a time limit or feature limit? Check which features, limits and chargeable actions apply during evaluation.
3. 3Do I need to enter payment details? Check when a card is required, which actions are chargeable and whether you can see an estimate 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? Can reviewed terms be reused, versioned and checked for the correct accounting period?
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? Usage? Accounts? Revenue bands? A percentage? Check included allowances and specialist subscriptions alongside the headline price.
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? Compare both catalogue growth and processing volume; different models respond differently.
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? Check its current terms on ownership, conflicts, confidentiality and use of your data.
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 clear explanation of chargeable actions or feature access before you start
• 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

Use evaluation to identify setup needs, unsupported cases and unresolved questions. Confirm how those issues would be addressed before committing.