Purchase Orders
Purchase Orders (POs) in RosterRoyalties are work agreements issued to an artist or collaborator before an invoice is raised. A PO defines what is being commissioned and the agreed amount. Once both parties sign the PO, it can be referenced on the corresponding invoice — and optionally linked directly to a recoupable coston that artist's account, so the spend appears automatically on their statement.
What are purchase orders?
A PO acts as a pre-invoice document — it confirms that work has been agreed and authorised before payment is committed. This is useful for labels or management companies where a formal approval step is required before spending is processed.
RosterRoyalties supports POs for both existing artists (linked to their artist profile) and for new collaborators being onboarded for the first time.
Creating a purchase order
- Go to Purchase Orders in the Host Tools sidebar.
- Click New PO.
- Select the artist or collaborator. If they are not yet in RosterRoyalties, you can add their details and RosterRoyalties will send them an onboarding invitation alongside the PO.
- Add a description of the work and the agreed amount.
- If a signature is required, enable Require signature before sending.
- Click Send. The artist receives the PO by email and in their portal.
ℹ Recurring POs
RosterRoyalties supports recurring POs for ongoing arrangements — for example, a monthly session musician retainer. Set the recurrence frequency when creating the PO and RosterRoyalties will generate new PO instances automatically on the set schedule.Linking a PO to a recoupable
This is one of the most powerful features in the PO workflow. When creating or editing a PO, you can toggle Link to recoupableand select an existing recoupable cost on the artist's account — or create a new one inline. Once linked:
- The PO amount is posted directly to the artist's recoupment balance.
- The cost appears as a line item on the artist's statement under Recoupable deductions, showing the description from the PO (e.g. Recording session — Studio A, March 2026).
- The artist can see exactly what was charged against their recoupment balance and why — from their portal, without needing to ask.
- When the PO is voided or cancelled, the recoupable entry is automatically reversed.
→ Why this matters
Linking POs to recoupables removes the manual step of separately logging costs in the recoupment tracker after issuing a PO. The spend is captured once at the point of commissioning and flows through automatically to the statement — no double entry, no reconciliation step. Artists see a full, itemised picture of what has been charged against them, which significantly reduces recoupment disputes.For a full explanation of how recoupment works and how balances are calculated, see Recoupment Tracking Explained.
PO statuses
- Draft — PO created but not yet sent
- Sent — PO delivered to the artist, awaiting signature or acknowledgement
- Signed — Artist has signed; ready to proceed to invoice
- Invoiced — A linked invoice has been created against this PO
- Paid — The linked invoice has been marked as paid
- Void — PO cancelled; any linked recoupable is automatically reversed
Linking POs to invoices
Once a PO is signed or approved, open it and click Create Invoice from PO. This creates a new invoice with the PO amount and description pre-filled. The PO number is recorded on the invoice for reference.
The linked invoice then follows the standard invoice lifecycle — see Invoicing Overview for how to manage it through to payment.
Commission work and track the cost against royalties — automatically
Issue a PO, link it to a recoupable, and it appears on the artist's statement with zero extra steps.