Onboarding Import: Contracts

Part of the Onboarding Import series.

The Contracts sheet is the most complex of the five sheets. Read this page carefully before you begin. Each contract is represented by one or more rows, structured in a specific hierarchy.

How the Sheet Is Structured

You build the contract list from the top down, row by row. The Element column (Column B) determines how each row is interpreted. The order of contracts does not matter, but it is essential that rows belonging to a contract are kept together immediately below their Contract/Clause row, without any gap.

Do not enter data in rows with a dark grey shade — that data will be ignored. Fields are colour-coded by element type to indicate what kind of data to enter.

Element Types (Column B)

The value in Column B defines what each row represents:

• Contract/Clause — The first row of each contract. This row contains data covering the entire contract, plus the data for the first clause (usually the print edition clause).
• Clause — Additional clauses on the contract above. One row per additional clause.
• Right — A subsidiary right associated with the contract above.

Columns for the Entire Contract

These columns are filled in on the Contract/Clause row only (and the Title column on all rows). They define the contract as a whole and apply to every clause and right below.

Column A — Title

Match Warning — This must exactly match the title as entered in Column A of the Titles sheet. Enter the title on every row (Contract/Clause, Clause, and Right) that belongs to this contract.

Column B — Element

See Element Types above. Enter Contract/Clause for the first row of each contract, Clause for additional clause rows, and Right for subsidiary rights rows.

Column C — Contract Holder Name

The entity who signed the contract — generally an author, but could be a translator or an organization (in the case of a publisher sub-licencing a title).

Match Warning — Names must exactly match those on the Contacts or Organizations sheet, as applicable.

For multiple contract holders on a single contract (same terms for all signatories, one combined royalty payment), separate names with a semicolon. Each named person will receive a copy of the royalty statement with all names listed.

For individual contracts (one per contributor, different terms for each), enter each as a separate Contract/Clause row.

Column D — Contract Holder Type

Enter either:

• Contact — the holder is a person (with a record on the Contacts sheet)
• Org — the holder is an organization

Column E — Contract Holder Role

If a title has multiple contracts (e.g., one for the author, one for the translator), enter each as a separate Contract/Clause row and indicate the role for each (e.g., Author, Translator).

Column F — Creator Name (if different than Contract Holder Name)

If the creator of the work is different from the contract holder — for example, if a literary agency holds the contract on behalf of the author — enter the creator's name here.

Match Warning — This name must exactly match a contact name on the Contacts sheet.

Column G — Literary Agency

Enter the name of the literary agency associated with this contract, if applicable.

Match Warning — This name must exactly match an organization name on the Organizations sheet.

Column H — Literary Agent

Enter the name of the individual literary agent associated with this contract, if applicable.

Match Warning — This name must exactly match a contact name on the Contacts sheet.

Column I — Contract Date

Enter the date the contract was signed in YYYY-MM-DD format.

Column J — Original Advance

Enter the original advance amount as a number, without a currency symbol.

Column K — Advance Remaining

Enter the advance remaining as of your most recent royalty statement, as a number without a currency symbol. Always fill this in if you have entered an Original Advance in Column J — even if the amount is $0, enter 0. Do not leave this blank.

Column L — Carry-forward Amount

The net royalty amount carried forward from the previous royalty period — this can be positive or negative. Leave blank if there is no carry-forward amount.

Column M — Reserve on Returns Active

Enter 1 if this contract includes a reserve on returns clause. Leave blank if it does not.

Column N — Reserve on Returns Rate

If Column M is active, enter the reserve rate as a decimal (e.g., 0.25 for 25%).

Column O — Reserve on Returns Period

If Column M is active, enter the reserve period (e.g., 1 Period, 2 Periods).

Column P — Reserve on Returns Amount Remaining

If Column M is active, enter the current reserve amount being held back, as a number. Enter 0 if none is currently being held.

Column Q — End Date for Pre-PubGizmo Royalties

The last day for which royalties on this contract were completed outside of PubGizmo — the final day of the last statement period handled before onboarding. PubGizmo inherits the carry-forward values (Columns K and L) for this contract, and begins its own royalty tracking on the day immediately following this date. Format: YYYY-MM-DD. Leave blank if there are no pre-existing royalty totals to carry forward.

Column R — Contract Expiry Date

If the contract has an expiry date, enter it here in YYYY-MM-DD format. Leave blank if the contract does not expire.

Column S — Languages Included

Leave blank (or enter All) if the contract covers all languages. If the contract covers specific languages only, list them here, separated by a semicolon.

Column T — Languages Excluded

Enter languages here only if the contract specifically excludes them. Separate multiple entries with a semicolon.

Columns for Clauses

Each clause row (whether on a Contract/Clause row or a separate Clause row) defines the royalty terms for a specific edition format or royalty group under this contract. Fill in all applicable clause columns on the Contract/Clause row for the first clause, and on each subsequent Clause row for additional clauses.

Column U — Royalty Group or Edition

Enter one of the following. Royalty Groups (bold) are most commonly used; use the specific Edition Format (italics) only if you have different terms for formats within the same group (e.g., different rates for Paperback vs. Hardcover):

• Print
• Electronic
• Audio
• Paperback
• Hardcover
• ePub
• PDF
• MOBI
• Audiobook

Column V — Based On

Enter the basis on which the royalty is calculated. Typically either:

• List — royalty is calculated as a percentage of the list (retail) price
• Net — royalty is calculated as a percentage of the net amount received by the publisher

Column W — Region

Indicate one region per clause row, using the exact names below.

Pre-defined continents (countries per the seven-continent model):

• Africa
• Asia
• Europe
• North America
• South America
• World (all countries)

Pre-defined special regions:

• CA Foreign — all countries except Canada
• Canada
• Canada & US
• United States
• US Foreign — all countries except the United States

Custom regions: You may define your own regions using unique names not listed above, assembled from any combination of countries. Let us know about any custom regions before import so we can define them in your PubGizmo instance. Countries use the official ISO 3166-1 alpha-2 two-letter code.

If your press uses unconventional definitions for the pre-defined regions above (e.g., your "North America" means CA and US only), please let us know before import so we can adjust accordingly.

Column X — Rate

Enter the base royalty rate for this clause as a decimal (e.g., 0.10 for 10%).

Column Y — Escalation Tier 2 (Starts At)

Fill in only if the clause includes escalation. Enter the cumulative unit count at which the royalty rate escalates to Tier 2 (e.g., 1000 if the rate changes after 1,000 copies sold).

Column Z — Rate Tier 2

Fill in only if the clause includes escalation. Enter the Tier 2 royalty rate as a decimal (e.g., 0.125 for 12.5%).

Column AA — Escalation Tier 3 (Starts At)

Fill in only if the clause includes a third escalation tier. Enter the cumulative unit count at which the rate escalates to Tier 3.

Column AB — Rate Tier 3

Fill in only if the clause includes a third escalation tier. Enter the Tier 3 royalty rate as a decimal.

Column AC — Esc Count Sales from Region

Fill in only if the clause includes escalation. Enter a region name (from the list under Column W above) to indicate which region's sales are counted toward the escalation threshold. Most presses use World.

Column AD — Esc Count Sales of Royalty Group or Edition Type

Fill in only if the clause includes escalation. Enter a royalty group or edition format name (from the list under Column U above) to indicate which format's sales are counted toward the escalation threshold.

Columns for Subsidiary Rights

Add a Right row below a contract to record a subsidiary right on that contract.

Column AE — Subsidiary Right Type

The name of the right (e.g., Audio Rights, Book Clubs, Serialization). Be consistent with spelling — these values will populate your subsidiary rights selector in PubGizmo.

Column AF — Rate

The percentage of the sale amount the contractee receives when this right is exercised. Enter as a decimal (e.g., 0.50 for 50%). For example, if Audio Rights are sold for $1,000 at a 50% rate, the contractee receives $500 on their next royalty statement. Be careful that the combined rates across all contractees for a title do not exceed 100%.

Columns AG–AN — Informational Fields

The following columns are currently informational only. PubGizmo does not yet factor these into rights-share calculations on royalty statements, but they will be incorporated in a future release:

• Column AG — Countries Include: ISO alpha-2 codes, semicolon-separated; fill only if the right is limited to specific countries.
• Column AH — Countries Exclude: ISO alpha-2 codes, semicolon-separated; fill only if the right excludes specific countries.
• Column AI — Languages Include: fill only if the right is limited to specific languages.
• Column AJ — Languages Exclude: fill only if the right excludes specific languages.
• Column AK — Status (Held/Sold): PubGizmo will assume Held if blank.
• Column AL — If Sold, Org Sold To: name of the organization that holds this right if Status is "Sold". Match Warning — must exactly match an organization name on the Organizations sheet.
• Column AM — Expires (date): optional expiry date in YYYY-MM-DD format.
• Column AN — If Expires, Renewable: enter 1 if the right can be renewed after expiry.