Copyright: manage your rights transfers, never forget a renewal again

This feature is designed for photographers who transfer copyright to their clients (advertising, press, packaging, social media...) and want to stop managing this in a 25-tab Excel file.

What is the Copyright module?

As a photographer, your photos are not automatically "sold" with your services, whether you work with individuals or corporate/business clients: you transfer to your client the right to use them, for a specific usage, duration and territory. This is called a rights transfer.

The Fotostudio Copyright module allows you to:

• Add a "Rights transfer" line on your quotes and invoices, in addition to regular lines (service, product)
• Calculate an amount in an assisted way, from customizable rate scales
• Never forget to follow up with your clients when a transfer is about to expire (the real added value of the module!)
• Track your statistics: share of your revenue from rights, renewal rate, free rights offered...

Enable the module

1. Go to Settings > Modules
2. Search for "Copyright" and activate it
3. Nothing changes elsewhere in your account until you create a transfer line: it's an option, not a constraint.

Once activated, a direct access "Copyright" appears in the Documents menu (next to Quotes/Invoices/Credit notes) as well as in the Modules menu, to quickly find the schedule and rate settings without going through the modules page again.

Add a transfer on a quote or invoice

1. Open or create a quote/invoice, add a line
2. In the line type, choose "Rights transfer" (next to "Service" and "Goods sale")
3. A "Transfer details" block appears below the line:

💡 Tip: the "Align to 12/31" button next to the end date allows you to match the deadline to the end of the calendar year, rather than the exact anniversary of the transfer, handy for simplifying your tracking.

The "Offered" status

If you offer the rights to a client (for example to build loyalty), choose "Offered". The amount remains calculated and visible: this allows you to keep track of the value of the gift you're giving, and it feeds your statistics ("total rights offered").

The calculator

You don't have to calculate your price by hand: in the "Transfer details" block, a calculation box is already visible at the bottom of the block.

1. Enter the broadcaster's audience (number of followers/visitors) and check the modifiers that apply (distribution on third-party sites, worldwide distribution, non-profit broadcaster...): the amount updates automatically with each change (usage, duration, number of images, exclusivity, pre-existing work...), without having to click anything
2. The calculation detail is displayed line by line (like a small receipt): Base, Duration, Audience, each checked modifier, Positioning, then the final "Recommended amount", so you can understand exactly where the figure comes from, rather than an amount that falls from the sky
3. The "Positioning" label in this detail is clickable: it directly opens the rate settings in a new tab (without losing your current quote/invoice), handy if you want to adjust your positioning or base rates without re-entering everything
4. When you're happy with the displayed amount, click "Use this amount" to apply it to the line price

The proposed amount is always editable, and is never automatically applied to the line price: it's never an imposed rate.

Automatically generate the line description

Next to "Use this amount", the "Generate a description" button writes a summary text for you (transferred uses, scope, territory, duration, start date, number of images, exclusivity, pre-existing work) and adds it directly to the line description field, handy to not forget to mention anything and save writing time. The text remains fully editable once inserted. If no usage is checked yet, a message reminds you rather than generating an empty description.

VAT and "Author's Note"

• A transfer line automatically offers the 10% rate (author regime), but you can change it if your accountant tells you otherwise for a specific case.
• An invoice containing at least one transfer line can display as "Author's Note" instead of "Invoice" (PDF, preview, client space), the legally correct mention for this type of document. It's no longer automatic: it's now a setting, to activate if you need it.

Enable "Author's Note" for your entire account

Go to Documents > Settings > Invoicing and enable the option "Display 'Author's Note' instead of 'Invoice'". This setting is disabled by default: if you do nothing, your invoices with a transfer line remain displayed as regular invoices.

Or case by case, invoice by invoice

On each quote/invoice, in the Settings block of the form, a dropdown menu allows you to force a different behavior just for this specific document, without touching the account's global setting:

• Follow account setting (default)
• Always display "Author's Note"
• Always display "Invoice"

This per-invoice setting only has an effect if the invoice actually contains a transfer line.

Transfer tracking (schedule)

Go to Copyright > Transfer schedule to see all your transfers, with search, sorting and pagination like everywhere else in Fotostudio.

ℹ️ Important: a transfer only counts in the schedule (and therefore only triggers reminders and statistics) once the invoice carrying it is locked/finalized. An accepted quote or an invoice still in draft are just intentions, not proof of actual transfer. Nothing is lost in the meantime: the transfer already exists and updates with each document save, it's simply hidden from the schedule, reminders and statistics until the invoice is locked.

At the top of the page, counters give you an overview (total, ongoing, expiring soon, expired, transferred/offered, total amount), and a filter bar allows you to quickly isolate transfers by lifecycle, status or client.

Each line displays the client, usage, amount, deadline and a colored visual badge: Ongoing / Expiring soon / Expired. Click on a line to open its detailed sheet, with all the transfer fields, a link to the original quote/invoice (if it has one), and the actions:

• "Renew" (always available)
• "Edit" (only for a manually entered transfer, without document; otherwise editing is done from the original quote/invoice, see below)
• "Delete" (always available, even for a transfer linked to a document: the document and its line are never modified, only the transfer disappears and the line loses its attachment)

Attach photos to a copyright assignment

From a copyright assignment's detail page, you can attach one or more photos (for example, a contact sheet of the images concerned). Click the dotted Add button, choose your file, and it will be saved immediately. This works for both manually created assignments and assignments linked to a quote or invoice.

Add an existing copyright assignment (without an invoice)

Did you transfer rights before using Fotostudio, or as part of a job that was never invoiced through the application, but still want to receive renewal reminders when they expire? There's no need to recreate a quote or invoice.

1. From the Assignment schedule, click "Existing assignment (without invoice)"
2. Fill in the same form as you would for a quote or invoice line (client, usage, scope, territory, dates, duration, number of images, exclusivity, pre-existing work, status, notes), plus an amount for information purposes only, since there is no associated document
3. Save it: the assignment will appear in the schedule just like any other, with the same automatic reminders and the same "Renew" button

You can edit or delete an assignment created this way at any time from the schedule. An assignment created from an actual quote or invoice can only be edited from that document (to stay consistent with what was invoiced), but, like any other assignment, it can still be deleted directly from its detail page if needed.

Automatic reminders (the flagship feature)

This is the problem the module solves: you'll never miss an expiry date again.

Every day, Fotostudio checks your active assignments and:

• Creates reminder tasks 60, 30, and 7 days before the expiry date, visible in your usual task list
• Automatically sends an email to your client 30 days before expiry to offer a renewal (you can customise this email template in Settings > Email templates). The link in this email takes your client directly to a dedicated page for that assignment in their client portal (see below)

An assignment that is not marked as transferred never triggers reminders (there is nothing to renew).

Renew an assignment

1. From the Assignment schedule or from the reminder task, click "Renew"
2. A new quote opens with a pre-filled assignment line containing the same usage, scope, territory, and duration as the original assignment
3. The amount and all settings remain fully editable: a renewal is never just an automatic extension at the same price, but a new negotiation
4. Save the quote as you would any other document

Dashboard

If you add the "Assignment statistics" widget to your dashboard, you'll see:

• The share of your revenue coming from copyright assignments versus service work
• The renewal rate for your expired assignments
• The average value of an assignment by usage type
• The total value of rights granted free of charge during the selected period
• The renewal pipeline: assignments expiring within the next 90 days, displayed as a range ("up to €X"), never as guaranteed revenue, since renewals are never certain

What your client sees

If the option is enabled in your visual identity settings (Dashboard customisation, visible only when the Copyright module is active), your clients will find their active assignments in their client portal: a dedicated section on their dashboard and a page listing the details of each assignment (usage, scope, dates, status). This is the page the automatic reminder email sent 30 days before expiry now links to directly (see above).

Find an assignment from a session or a company profile

If the quote or invoice containing an assignment is linked to a session, the assignment also appears in that session's "Quotes & Invoices" tab. If the client is linked to a company (B2B module), the assignment also appears in the dedicated tab of the company profile. There's nothing else to enter: these links are created automatically, just like your quotes and invoices.

Pricing scale settings

From the assignment schedule, click "Pricing scale settings".

The calibration assistant

Simply enter your usual day rate, and Fotostudio will calculate a starting point for your copyright pricing, usage by usage. It is:

• ❌ not a price imposed by Fotostudio
• ❌ not the "correct" price (it depends on your reputation, your negotiating position with the client, and more)
• ✅ simply a starting point calculated from your own figures, which you can adjust freely for each assignment

This starting point represents the price for a commissioned assignment (the most common case). If the licensed photo is a pre-existing work (image library/stock image), tick the corresponding checkbox on the assignment line: the amount is then automatically multiplied by 3, without the need for a second pricing scale.

Edit your base rates line by line

If you'd rather adjust individual rates directly instead of recalibrating everything from a single day rate, the "My base rates" table (just below) displays an editable amount for each usage (web/social media, website with/without sales, print, press kit, packaging) and each image quantity tier. Modify only the fields you need and click "Save my rates": all other values remain unchanged.

Is your actual usage missing from the default list? At the bottom of the same table, add your own category (with any name you like). It will then appear everywhere the built-in categories are available (quote/invoice lines, calculator, pricing table), and you can rename or delete it at any time from the same table.

Your positioning

Choose whether you generally charge below (×0.85), at (×1), or above (×1.15) the industry's reference rates. Unlike the calibration assistant, this setting is applied immediately as soon as you select an option (there's no need to click "Calculate my base rate"): it multiplies the final amount of every calculated assignment, in addition to the day rate, duration, audience, and all other criteria.

A "Reset my customisation" button lets you restore the default values at any time.

Templates to avoid entering the same information every time

The "Assignment details" form is comprehensive, which means it can be time-consuming to fill out if you frequently license the same types of rights (for example, "Web & social media, 1 year, non-exclusive"). Assignment templates let you save a combination once and reuse it with a single click.

Create a template

There are two ways to do it:

1. From Copyright > Assignment templates: click "New template". The form contains the same fields as an assignment line (usage, scope, territory, duration, exclusivity, number of images, pre-existing work, audience, modifiers, and notes), except for the amount, status, and dates, which remain specific to each individual negotiation.
2. From an already completed assignment line (in a quote or invoice): click "Save as template" at the top of the "Assignment details" section, give it a name, and all the values currently entered on the line (including the audience and calculator modifiers) will be saved as they are.

Use a template

In a quote or invoice form, click "From an assignment template" (next to "From a price list"). Select a template from the list, and a new assignment line will be added, fully pre-filled. All that's left is to calculate or adjust the amount.

You can edit or delete your templates at any time from the Assignment templates page.

Frequently asked questions

Can one assignment line cover multiple usages at the same time?
Yes. You can select several usages on a single line (e.g. Web + Print) if your client negotiates a single package price. The duration and amount then apply to all selected usages.

What happens if I delete an assignment line from a quote?
The assignment remains in your history (useful for statistics and tracking). It is simply detached from that line.

Can I delete an assignment even if it comes from a quote or invoice?
Yes. Only editing an assignment linked to a document must be done from that document (to stay consistent with what was invoiced). Deleting, however, can always be done directly from the assignment's detail page in the schedule, without affecting the document or its line.

I've set the status to "Transferred", but my assignment doesn't appear in the schedule. Why?
Check that the invoice containing the assignment has been locked/finalised (not just saved as a draft, or still a quote, even if accepted). This is required for the assignment to appear in the schedule, trigger automatic reminders, and be included in statistics. Nothing is lost in the meantime: the assignment is simply updated each time the document is saved.

How do I enable or disable the "Author's note" label on my invoices?
Go to Documents > Settings > Invoicing, where a global setting enables or disables this behaviour for your entire account (disabled by default). You can also override it for an individual invoice from its Settings section without changing the global setting.

Does the calculator give me the "right" price?
No. There is no universal "right" price. The calculator provides a market-based starting point, never a fixed price. The suggested amount can always be edited manually.

Can I disable the automatic email to the client and keep only the reminder task for myself?
There isn't a dedicated setting yet. The email is sent automatically 30 days before expiry if an "Assignment" email template exists on your account. However, you can leave the template empty if you prefer not to send any email.

Does a free assignment count towards my actual revenue?
No. Actual revenue only includes amounts that have actually been invoiced. Free assignments appear separately in your statistics ("Total value of rights granted free of charge") so you can see the value of what you've given away without charging for it.

Do I have to recalibrate everything if I only want to change one rate?
No. The "My base rates" table (in the pricing scale settings) lets you edit the amount for a specific usage without affecting the others or running the calibration assistant again.

Why is there no longer an "unlimited" duration?
A copyright assignment must legally define its scope, purpose, territory, and duration. An "unlimited" duration therefore has no legal value. Enter the actual duration agreed with your client, even if it's a long one (10 years, 20 years, etc.).

My actual usage isn't in the default list. What should I do?
Add your own category from the Pricing scale settings, in the "My base rates" table. It will then appear everywhere the default categories are used (quote/invoice lines, calculator, assignment templates), and you can rename or delete it at any time.

What are assignment templates for?
They save you from re-entering the same combinations of usage, scope, territory, and duration every time you frequently license the same type of rights. Create one from the Assignment templates page or from an already completed assignment line, then reuse it with a single click in future quotes and invoices.

Can I record an assignment that predates my use of Fotostudio?
Yes. Use the "Existing assignment (without invoice)" button from the Assignment schedule. It will be tracked and generate reminders just like any other assignment, without needing an associated quote or invoice.

Updated on: 10/07/2026