Bokaflow has two parts. Licensing manages contracts with rights holders and prepares royalty statements. Warehouse keeps track of titles, stock documents and inventory. You can use Warehouse on its own. Licensing builds on Warehouse: a sale recorded in the warehouse flows into the statement automatically.
Enter the contract terms once. Bokaflow then takes care of the calculation, partner statements and the payment overview.
One license can cover hardcover, paperback, e-book and audiobook. Each format has its own rates.
The rate can change with the number of copies sold since the start of the license. Copies above a tier threshold use the new rate, even when a single sale crosses the threshold.
For each format, choose whether the royalty is calculated on the retail price or on the net price after discount.
Record both the rights holder and the agency representing them, and specify who receives the royalty.
Monthly, quarterly, half-yearly or yearly, as set out in your contract.
Start and end of the license, early termination and an internal note your partner will never see.
A summary of the license terms as a PDF in English, ready to send to your partner.
After the first confirmed statement, the contract terms are locked. If you agree on new terms, you end the license and create a new one.
When a period ends, Bokaflow prepares draft statements and notifies you in the app that they are ready.
Statements include sales as well as returned and cancelled copies, so the royalty reflects what was really sold.
View the draft as a PDF marked “draft”. Confirm statements one by one or several at once.
If you upload more sales after a draft has been created, open statements are recalculated. You can also recalculate them manually.
Nothing can be recorded in a period with a confirmed statement. Instead, Bokaflow offers a correction in the following period.
The latest statement that you have not yet marked as sent can be reopened and corrected.
A PDF with the royalty calculation, the offset advance and an overview of the title’s stock movements for the period.
Download the PDFs of selected statements at once, packed in a single ZIP file.
Export confirmed statements to Excel in the BISG format, the international standard for royalty statements.
You send the statement to your partner yourself and mark it as sent in Bokaflow. You always know what has gone out and what has not.
Enter the advance with the contract. Once the license is activated, it appears among the payments due.
The advance is offset against royalties in the statements. You only pay royalties once it has earned out.
Unpaid advances and royalties in one place, and for every statement you know whether it has been paid.
Mark a payment as paid and enter the payment date, retroactively too.
A PDF with the payment details for your partner. Use it to enter the payment in your bank.
Keep the license in the currency you signed it in, for example dollars or pounds.
Every business day, Bokaflow fetches the European Central Bank exchange rates. If there is no rate for a given day, it uses the closest previous one.
For each contract, decide whether to use the rate at the end of the period or on the day the statement is confirmed.
The rate used, its date and source are shown in the statement. Draft statements use a provisional rate.
Enter contracts that are already running in a form, or upload them all at once from a CSV file based on a template. Missing titles are created along the way.
For each contract, enter the remaining advance balance and unpaid royalties from the period before Bokaflow. Statements will pick up from there.
Every movement of a book has its own document. Your stock stays accurate and sales are ready for the statements.
EAN, ISBN or your own code, price excluding VAT and VAT rate. A title you no longer sell can be retired without losing its history.
E-books and other titles without physical copies are recorded without stock tracking.
Your own warehouse, a warehouse at the distributor and books on consignment in bookshops. Set one of them as the default.
Receipt from the printer, other receipt, sale, return against the original sale, complaint, samples, other issue, transfer between warehouses and inventory count.
A draft document can be edited. It only gets its number when confirmed.
A confirmed document cannot be deleted; it is cancelled with a reversing document. You can see what happened and when.
Receipts, issues, sales and returns can be in a foreign currency. The rate is filled in automatically, or you enter it manually.
Download any document as a PDF, or selected documents at once in a single ZIP file.
Start with your stock on a chosen date. You can add older sales for the statements without changing your stock.
Enter how many copies you actually have. Bokaflow settles the difference and closes the warehouse as of the count date.
All movements of a title in one list, downloadable as PDF, Excel or CSV.
Name your own stock thresholds for all warehouses together or for a specific one. When a title drops to a lower threshold, Bokaflow lets you know.
Upload the distributor’s sales report as a CSV file. Simply map the columns in the file to the fields in Bokaflow.
Save the column mapping. Next time you upload a report from the same distributor, Bokaflow recognises it on its own.
Before the import, you see what will be recorded, including the impact on royalties. If the file contains an error, nothing is recorded.
An import is created as a draft document. Until you confirm it, you can undo the whole import.
Upload older sales or printer receipts from a single file as multiple documents, with the customer and date taken from the file.
The same document will not be uploaded twice by mistake.
Up to 50,000 rows. Larger files are processed in the background, and Bokaflow lets you know when they are done.
Not sure about the format? Download a template and prepare your own file based on it.
Rights holders, agencies, bookshops and translators share a single address book.
People and companies with their addresses. For each contact you see the role they play: rights holder, agency, customer, author or translator.
Payment method, shipping, discount and currency for each customer. Everything in one place on the customer detail.
Assign a bookshop its own consignment warehouse and see how many of your books it holds.
You see insights for the parts of Bokaflow you use.
How many copies you have in your warehouses, what they are worth and which movements took place in the selected period.
An estimate based on average sales over the last 90 days. Critical and slow-moving titles are shown separately.
How your titles are selling, which sell best and which are standing still.
An overview of royalties for the selected period.
Bokaflow lets you know in the app when a statement is ready, when a title drops to a low stock threshold, or when an import or export is done.
Large imports or exports run in the background while you keep working.
Download lists of licenses, statements, payments, documents, movements and warehouse stock to Excel or CSV, with numbers and dates in the format you use.
Nothing to install and no IT department needed. All you need is a browser and an internet connection.
You can bring over existing contracts and advance balances right at the start. If you would like to talk first, write to us. We will be happy to show you how it would work for your publishing house.
