How to submit a phonogram report

A phonogram report is an electronic report that is submitted to Gramex. Gramex pays out remunerations to artists and producers based on the report. Phonogram reports are submitted in the MyGramex portal.

Good to know

• Additional information about each field is available by hovering over the ? icon.
• Required fields are marked with an asterisk (*).
• Your phonogram report is automatically saved as a draft whenever you move to the next step or switch to another view.
• If any required information is missing, you will see a notification in the bottom-right corner of the page.
• You can leave the report at any time. Any unfinished report can later be found in Producer’s Phonogram Reports.(*). 

Getting started with a phonogram report

• If you manage multiple customer accounts in MyGramex, select the correct phonogram producer from the drop-down menu.

• You can find phonogram reports submitted before 20 October 2026 in the Archived phonogram reports.

• To start a new report, select New phonogram report.

Producer’s phonogram reports

The producer’s phonogram reports view displays all your submitted phonogram reports. You can search and filter reports by status and create a new report based on an existing one by selecting Duplicate.

Report statuses

• Draft: The report has not yet been submitted to Gramex. You can edit the report by selecting Edit.
• Sent: The report has been submitted for processing.
• In Progress: The report is currently being processed by Gramex.
• Rejected: The report has been rejected. The reason for the rejection is shown in the report details.
• Accepted: The report has been approved and the phonogram has been registered.

How to submit a phonogram report in MyGramex

Album:

• Complete the phonogram details.
• The information entered will be displayed in the panel on the left-hand side of the page.
• To proceed to the next step, select Continue.

Recordings:

• Enter the recording details in the panel on the left.
• To add a new recording, select + Add recording on the right.
• You can remove a recording by selecting the red X on the right side of the recording list.
• Use the arrow buttons to expand and collapse recording details.
• The track information you enter is displayed in the recording list on the right.

Lineup:

• Start entering the artist share information by selecting + Add performer on the right. Complete the performer’s details in the panel on the left.
• To add another performer, select Add performer on the right.
• You can remove a performer by selecting the red X on the right side of the performer list.
• You can copy the artist share information from the previous track by selecting Copy lineup from… on the right.
• Once all tracks and artist shares have been completed, select Continue at the bottom of the page.

Producer Information:

If there is only one phonogram producer, select Continue.
If there is more than one producer, add another producer by selecting + Add producer. The combined producer shares must equal 100%. Attach the co-production agreement to the report. Without it, you will not be able to submit the phonogram report.

Summary:

On the Summary page, you can:

• review the information in the report
• edit the information
• expand or collapse all tracks at once
• add additional information
• attach files to the report

When the report is complete, submit it by selecting Submit.

Frequently asked questions about phonogram reports

How do I submit a phonogram report?

You can submit a phonogram report via the MyGramex portal. Since remunerations can be paid out the same year they are collected, we recommend submitting the report as soon as possible. Otherwise you may have to wait a long time before getting paid.

How do you name a song on a phonogram report?

Enter the official title of the track exactly as it appears on the release. A recording subtitle is often used, for example, for classical works.

Please also remember to include any featured artists, remix versions, or other relevant information in the track title or subtitle, as applicable.

How do I report a music video?

Music videos must always be reported separately. You can submit a music video to Gramex in the same way as any other phonogram. However, for music videos you must also specify the country of production. Under applicable legislation, Gramex may pay remuneration to a performer if the music video was produced in Finland or another EEA country, and the phonogram included in the music video was recorded in Finland. Please note that Gramex does not pay remuneration for content available on streaming platforms such as YouTube.

How do I assign performer shares in a phonogram report?

All performers and groups featured on the phonogram must be included in the phonogram report. Even if a performer is not a client of Gramex or any other collective management organisation, they must still be included in the artist share information. If the performer’s Gramex number or international IPN (International Performer Number) is not known, the performer’s date of birth must be provided in addition to their name. For a group (such as a choir or orchestra), you may provide a Gramex number, Business ID, or another identifying number. In addition, a freely drafted letter of authorisation should be attached to the phonogram report, stating that the performers in the group assign any Gramex remuneration accrued to them to the association or organisation in question. Performers are assigned vocalist, musician, or conductor shares. Between one and six shares may be assigned to each performer (except for choirs and orchestras, which may be assigned more than six shares). As a general rule, one share may be regarded as representing one vocal or instrumental performance. A performer may be assigned conductor shares if they have conducted at least four other performers (a person cannot conduct themselves). Read also: How do I assign performer shares in a phonogram report?