Stock Photography Income Tracker

Stock Photography Income Tracker Excel — agencies & collections, income log, expenses, and a monthly P and L dashboard. Know what every line actually pays — and whether the month actually made money.

Built for Stock photographers earning small royalties from many agencies who need to know which collections repay their shoot costs — and which agencies pay pennies per license.

WHAT'S INCLUDED (6 sheets):

- Agencies & Collections — Every agency or collection: gross royalties, licenses sold, royalty per license, add-on revenue from extended licenses, total revenue, and direct shoot and production cost. Change a royalty and the totals update.

- Income Log — Every agency line: date, agency, entry, licenses, rate pulled from sheet 1 by formula, amount, and whether it was billable. Add-on rows are priced per entry, and free portfolio shoots are logged as non-billable.

- Expenses — every overhead cost by category (Travel, Props, Software, Equipment, Models, Fees, Other), with quantity, cost per unit, and a monthly cost for each.

- Monthly P and L — revenue, direct cost, travel, props, software, equipment, models, fees, other and other expenses by month, Jan-Dec, with net profit and margin. Revenue is a formula from the Income Log; direct cost is a formula from sheet 1.

- Dashboard — total revenue, agencies and collections, units, billable vs non-billable units, units vs target, average revenue, direct cost, expenses, net profit and margin, best and weakest lines, revenue by line, costs by category, and units by line.

- Cover and How to Use — start here. Yellow cells are the only ones you edit.

EXAMPLE DATA (October 2026 — replace with your own numbers):

- 12 lines; gross revenue 9,830; add-on revenue 440; total revenue 10,270; direct cost 3,010.

- 1,823 licenses on sheet 1; 1,849 logged (1,829 billable, 20 non-billable); units vs target 92.5 percent of a 2,000 target; average revenue per billable license 5.62.

- travel 258; props 214; software 75; equipment 130; models 235; fees 40; other 45; overhead 997; total expenses 4,007; net profit 6,263; net margin 61.0 percent.

- Best line by revenue: Direct Client Licenses, 1,890. Best revenue per license: Direct Client Licenses, 70.00. Lowest revenue per license: Dreamstime Portfolio, 1.65. Losing line: Niche Desert Collection at -120 before overhead.

HOW IT WORKS:

1. Download the Excel file instantly after purchase.

2. On sheet 1, enter each line's gross revenue, licenses, add-on revenue, and direct cost. Revenue per license and total revenue fill in by formula.

3. On sheet 2, add a row per entry: date, name (spelled exactly as on sheet 1), entry, licenses, rate, and whether it was billable. Amount fills in by formula. Main rows pull the rate from sheet 1.

4. On sheet 3, enter each month's overhead costs.

5. On sheet 4, enter expenses each month, then check units vs target, direct cost, and net profit on the Dashboard.

HOW THE NUMBERS WORK:

Revenue per license is gross revenue divided by licenses. Total revenue is gross revenue plus add-on revenue. Average revenue per billable license is total revenue divided by billable licenses. Units vs target is units logged divided by a target of 2,000. Net profit is revenue minus direct cost and all overhead categories. Net profit here is before the photographer's own pay. Months with no income logged show 0. Download counts are not income — the royalty per license on sheet 1 is the number that pays for the next shoot.

PLEASE NOTE:

- Instant digital download. No physical item ships.

- Works in Microsoft Excel and Google Sheets (upload to Google Drive to open in Sheets).

- Example data is included so you can see how it works. Replace the yellow cells with your own numbers — yellow cells are the only ones you edit.

- This is a bookkeeping tool, not tax, legal, or CPA advice.

- Built by an accountant: B.S. Accountancy, ASU W. P. Carey, with revenue-reconciliation experience at Marriott and audit work at PwC.