Payment workflow

When an artist’s statement is approved and shows a positive net payable amount, it’s time to process the payment. LabelGrid helps you track the full payment lifecycle.

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When to pay

An artist is ready for payment when:

• A statement has been approved
• The net payable is greater than zero
• All expenses have been accounted for

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Payment steps

1. Review the statement

1. Open the artist’s approved statement
2. Verify the net payable amount
3. Confirm all earnings and expenses are correct

2. Create a payment request

1. Click Create Payment on the approved statement
2. Enter payment details:

Field	Description
Amount	The amount to pay (defaults to net payable)
Artist	The artist account receiving payment
Reference	Your payment reference number or note

3. Make the payment

Process the actual payment through your payment system (bank transfer, wire transfer, etc.). LabelGrid does not process payments directly — it tracks and records them.

4. Record the payment

1. Return to the payment request in LabelGrid
2. Click Mark as Paid
3. Enter:
   • Payment date — When the payment was sent
   • Payment method — How it was sent (bank transfer, wire, etc.)
   • Reference — Transaction reference or confirmation number

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Tax on payments

Payment requests can include tax-related amounts based on the artist’s tax territory:

Field	Description
Tax amount	Withholding tax deducted based on artist’s tax territory and rate
VAT amount	Value-added tax, if applicable to the artist’s jurisdiction

These amounts are calculated based on the tax territory and rate configured in the artist’s account settings.

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Payment history

View all payments for an artist:

1. Navigate to the artist’s account
2. View the Payments section
3. See all recorded payments with dates, amounts, and references

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Invoice generation

You can generate invoices for payments made to artists. Invoices include:

• Payment amount and date
• Artist and label details
• Tax and VAT information (if applicable)
• Statement reference

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Best practices

• Generate statements on a regular schedule — Monthly or quarterly keeps artists informed
• Document all expenses clearly — Include descriptions so artists understand deductions
• Keep payment records — Record payment details in LabelGrid as soon as payments are sent
• Address questions promptly — Review statements with artists before payment if needed
• Reconcile regularly — Compare LabelGrid records with your accounting system

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Troubleshooting

Artist balance seems incorrect

1. Review all transactions in the artist’s ledger
2. Check that all releases are correctly attributed
3. Verify expense entries are accurate
4. Contact support if discrepancies persist

Missing earnings

1. Confirm the release is distributed and live on platforms
2. Check that royalty reports have been processed (allow 2–3 months for platform reporting)
3. Verify artist royalty splits are correctly set on the release

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Related guides

• Statements and Reports — Generating statements before payment
• Artist Accounts — Understanding account balances
• Payment Schedule — When royalties are paid to your label

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Need help? Contact our support team.