What is an Expense?

An Expense represents a cost incurred by the Organization in the context of its activities, typically linked to the production, promotion, or exploitation of Artists and Repertoire.

In Reprtoir, Expenses mainly cover Fees and Advances. These amounts are generally intended to be recouped, in whole or in part, against future royalties owed to Rights-Holders, depending on the contractual terms.

From an accounting perspective, an Expense corresponds to a debit entry for the Organization, recorded when money flows out of its bank account.

If you are not familiar with accounting fundamentals, you may refer to this external resource for additional context: "https://bench.co/blog/bookkeeping/debits-credits"

Expenses are a core component of royalty accounting workflows, as they directly impact recoupment logic, Rights-Holder balances, and contractual profitability.

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Expenses in Reprtoir

An Expense in Reprtoir is not just a cost record. It also defines:

• the nature of the cost incurred
• the contractual context under which the cost is paid
• whether and how the amount is recoupable
• how the Expense impacts Rights-Holders balances over time

Expenses are always linked to Money Out Contracts, which define who bears the cost and how it is allocated across Rights-Holders.

Once processed, Expenses generate accounting Operations that interact directly with Contract Balances and Rights-Holder Balances.

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Expenses List

All Expenses are displayed in the Expenses list, which provides a unified view of every cost recorded by the Organization.

To access the Expenses list, open the navigation menu on the left, click the "Royalty Accounting" icon, locate the "Transactions" section, and click the "Expenses" list.

The Expenses list displays several columns by default, including:

The list can be customized using the optional Custom Columns feature to display additional metadata relevant to your workflows.

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Expense Types

Reprtoir supports multiple Expense types, each corresponding to a specific financial and contractual use case.

At a high level, Expenses fall into two main categories:

• Fees, which represent operational or production costs such as marketing, recording, travel, or services
• Advances, which represent upfront payments made to Rights-Holders, usually recoupable against future earnings

Each Expense type is documented separately and may introduce specific fields or behaviors.

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Expense Statuses

Each Expense progresses through a lifecycle represented by a status. These statuses provide visibility into the processing state of the Expense and indicate whether further action is required.

The following statuses may appear in the Expenses list:

Once an Expense reaches the "Processed" status, its accounting impact is effective and reflected in balances.

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Relationship with Royalty Accounting

Expenses are a fundamental pillar of Royalty Accounting in Reprtoir.

They represent the cost side of the economic model and interact directly with Incomes through recoupment mechanisms. From an Expense, Reprtoir can:

• generate accounting Operations
• update Contract Balances
• offset future royalties through recoupment
• provide transparent cost tracking per Rights-Holder

Understanding Expenses is essential before working with Fees, Advances, Recoupments, and detailed Rights-Holder profitability analysis.

Understanding how Expenses function is essential before working with advanced concepts such as recoupment strategies, advances management, or balance reporting.

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