One of the least glamorous — but most essential — parts of any co-production is financial organization. It doesn’t matter how talented the expert is or how polished your launch strategy looks: if the money side is messy, the entire project is at risk.
Co-production finances involve more than just splitting profits. There are tools to pay for, agreements to sign, investments to plan, and cash flow to monitor. Whether you’re working on a shoestring budget or preparing for a five-figure launch, the principles remain the same: transparency, tracking, and shared accountability.
In this guide, you’ll learn how to organize your co-production finances step-by-step — from pre-launch planning to post-launch profit sharing — without confusion or conflict.
Start With a Shared Budget Document
The first step to financial harmony is visibility. Create a shared spreadsheet (Google Sheets is ideal) with all anticipated expenses and responsible parties. Your spreadsheet should include:
- Course platform (e.g., Thinkific, Hotmart, Teachable)
- Video recording equipment or editing software
- Design and branding (logos, slide templates)
- Email marketing tools
- Payment processors
- Webinar software or Zoom plans
- Paid traffic and ads
- Copywriting or freelance support
- Bonuses (production or gifts)
In one column, list the expense type. In the next, assign who is responsible for paying. In another, set deadlines. Include a “status” column to mark if the cost is paid, pending, or recurring.
This sheet becomes your financial roadmap and single source of truth.
Clarify Who Pays for What — and When
Not every co-production starts with shared expenses. Sometimes the co-producer finances the project upfront and is reimbursed post-launch. Other times, costs are split 50/50 from the start. In rare cases, the expert covers production in exchange for higher revenue share later.
Discuss this openly. Key questions to answer:
- Are we splitting all costs equally?
- Who pays the upfront costs for ads?
- What happens if we don’t recoup the investment in the first launch?
- Will either side invoice the other?
Even among friends, document this agreement. Use a simple contract or at least a written agreement signed by both.
Track All Income and Refunds Transparently
After the launch, don’t assume money will just appear. Track every dollar earned, refunded, or in dispute. If you’re using platforms like Hotmart, Eduzz, or Stripe, pull the detailed reports into your shared finance sheet.
Track:
- Total revenue
- Payment plan breakdowns (cash vs. installments)
- Refunds or chargebacks
- Affiliate fees or platform cuts
- Net income to be split
Also note if payments are made via different methods (Pix, PayPal, Stripe, card), as processing times may vary.
Set a schedule to review this together — weekly or monthly — especially if you plan multiple launches.
Set Up an Expense Tracker for Long-Term Projects
If you plan to work together for more than one launch or on an evergreen funnel, you need an ongoing tracker. Include:
- Subscription tools (monthly/annual)
- Ads running in background
- CRM or automation platforms
- Freelancers or team support (VA, designer, editor)
This is especially important if you’re operating as a business, not just a project.
Pro tip: Add a “forecast” column. This shows what costs are expected next month. It helps you prepare and avoid last-minute surprises.
Use Separate Bank Accounts or Digital Wallets
Mixing personal and project money is a recipe for disaster. If you’re doing more than one co-production or taking in any revenue, open a separate bank account or use a digital wallet (like Wise, Payoneer, or Mercado Pago).
This allows:
- Easier revenue splits
- More professional invoicing
- Accurate tax reporting
- Greater trust between partners
For even more structure, you can both contribute a small amount upfront to a shared digital wallet (e.g., R$500 each). Use it only for launch-related expenses.
Create a Payment Plan for Revenue Sharing
Once income is coming in, define:
- How often will you split profits? (weekly, biweekly, monthly)
- How will you send the money? (Pix, bank transfer, PayPal)
- Will any amount be reinvested? (e.g., 10% for future ads)
Also decide how you’ll handle delayed payments or failed installments. Some platforms allow shared dashboards, which is ideal. If not, export the revenue report and share it regularly.
Be fair, but firm. If one side is handling the majority of admin and financial reconciliation, consider compensating that labor within your agreement.
Forecast and Adjust Between Launches
After the launch, review what worked financially:
- Were your costs aligned with your revenue?
- Did you overspend in any area?
- Was your pricing strategy sustainable?
Use this data to forecast future launches:
- Do you need a bigger ad budget?
- Can you reduce video editing costs?
- Should you raise the course price?
- What upsells or additional offers can increase income?
Finance is not just about tracking the past — it’s about planning the next step with clarity.
Protect Yourself With a Legal Agreement
For longer co-productions or high-revenue projects, work with a lawyer to create:
- Revenue share agreement
- IP rights (who owns what content)
- Exit strategy (if one party wants to leave)
- Payment terms and default clauses
This might sound too formal, but it’s part of professionalizing your role. It protects both sides and builds confidence in the partnership.
If you can’t afford legal services yet, use online contract generators and customize with your agreement terms. Just don’t leave things vague.
Have a “Money Talk” After Every Launch
After each launch or campaign, set a time to review finances together. This is not just about the numbers — it’s about trust. Questions to guide the conversation:
- Do we both feel the financial structure is fair?
- Is one of us doing more work for less return?
- Should we change any part of the revenue split or cost division?
- What do we want to do differently next time?
This “money talk” can be casual, but it ensures that financial resentment doesn’t build in silence.
Final Word
Organizing co-production finances is not just about spreadsheets — it’s about trust, clarity, and sustainability. The more transparent and professional you are with money, the more freedom and creativity you’ll both enjoy.
You don’t need to be an accountant — just an honest, organized partner. That’s what experts value most.