Creating an Invoice

RosterRoyalties lets you generate invoices for artists and collaborators, send them by email, and track their status through to payment. Invoices are created from the Invoices section in Host Tools.

Creating an invoice

Go to Invoices in the Host Tools sidebar.
Click New Invoice.
Select the artist the invoice is for.
Set the invoice date and due date.
Add line items describing the charges.
Click Save to create the invoice as a Draft.

Invoice fields

Field	Description
Invoice number	Auto-generated; can be edited before the invoice is sent
Artist	The artist this invoice relates to
Invoice date	The date the invoice is issued
Due date	Used for overdue tracking
Currency	Defaults to GBP; can be changed per invoice
Notes	Optional free-text shown at the bottom of the invoice PDF

There is no built-in VAT or tax rate field. If you need to show tax, add it as a separate line item (e.g., "VAT @ 20%") with the calculated amount.

Adding line items

Each invoice has one or more line items. Each line item has a description, quantity, and unit price — the total is calculated automatically. Use descriptions that clearly identify what is being charged (e.g., "Recording advance — Q1 2025").

There is no automatic link from a statement to an invoice — line item amounts are entered manually. You can reference a statement period in the description to keep your records clear.

Sending the invoice

Click Send on a Draft invoice to email it to the artist. The artist receives the invoice PDF as an attachment, along with a link to view it in their portal (if they have portal access). If e-signature is required, the signing link is included.

See E-Signatures for how to require a signature before the invoice is approved.

PDF download

Click Download PDFon any invoice at any stage to save a copy locally. The PDF includes your label's branding, the line items, and totals. If the invoice has been signed, the signed PDF (with signature certificate) is what downloads.

Purchase Orders Contracts & Signing