Collabed
What to Include in a Brand Deal Tracker (And a Free Template!)
If you're juggling multiple brand collaborations, you know how easy it is for details to slip through the cracks. One missed deadline or forgotten deliverable can damage your professional reputation and cost you future opportunities.
The solution? A comprehensive brand deal tracker that keeps everything organized in one place. Whether you're managing your first partnership or your fiftieth, having a systematic approach to tracking your collaborations is essential for success.
Why Every Creator Needs a Brand Deal Tracker
Professional creators treat brand partnerships like a business—because they are. A good tracking system helps you:
- • Never miss deadlines or deliverables
- • Track payment status and follow up on overdue invoices
- • Maintain professional relationships with brands
- • Analyze your income and performance over time
- • Stay organized as you scale your creator business
Essential Information to Track
Your brand deal tracker should capture all the critical information for each collaboration. Here's what to include:
1. Basic Deal Information
- • Brand name: The company you're working with
- • Campaign name: Internal reference for the collaboration
- • Deal status: Pitching, Negotiating, Confirmed, In Progress, Completed
- • Date signed: When the agreement was finalized
2. Contact Information
- • Primary contact name: Your main point person
- • Email address: For all official communications
- • Agency/platform: If working through a middleman
- • Preferred communication method: Email, Slack, phone, etc.
3. Deliverables and Deadlines
This is where many creators get overwhelmed. Break down exactly what you need to deliver and when.
- • Content type: Instagram post, TikTok video, YouTube integration, etc.
- • Number of posts: Total deliverables required
- • Content due date: When drafts need to be submitted
- • Go-live date: When content should be published
- • Additional requirements: Hashtags, mentions, link requirements
4. Financial Details
Money matters. Track every financial aspect to ensure you get paid correctly and on time.
- • Total payment amount: The agreed-upon fee
- • Payment structure: Upfront, upon delivery, net 30, etc.
- • Invoice date sent: When you billed them
- • Payment due date: When payment should arrive
- • Payment received date: When money actually arrived
- • Payment method: Bank transfer, PayPal, check, etc.
Pro Tip
Set up payment follow-up reminders. If payment is more than 5 days overdue, send a polite follow-up email. Professional creators get paid on time.
5. Content Performance and Usage Rights
- • Content links: URLs to published posts
- • Performance metrics: Views, likes, comments, engagement rate
- • Usage rights: How long brands can use your content
- • Exclusivity period: How long before you can work with competitors
- • Post-campaign notes: What worked well, lessons learned
Free Brand Deal Tracker Template
Ready to get organized? Here's a simple template you can copy and customize for your needs:
Essential Tracking Categories:
Basic Info
- • Brand Name
- • Campaign Name
- • Status
- • Date Signed
Contact
- • Contact Name
- • Agency/Platform
- • Communication Method
Deliverables
- • Content Type
- • Number of Posts
- • Due Date
- • Go-Live Date
Payment
- • Total Amount
- • Payment Terms
- • Invoice Sent
- • Payment Received
Best Practices for Brand Deal Tracking
1. Update Regularly
Set aside time weekly to update your tracker. Don't let information pile up—it becomes overwhelming and less accurate over time.
2. Use Status Categories
Create clear status categories like "Pitching," "Negotiating," "Confirmed," "In Progress," "Awaiting Payment," and "Completed" to quickly see where each deal stands.
3. Set Up Reminders
Use your calendar or task management system to set reminders for important deadlines, payment follow-ups, and content submissions.
4. Keep All Communications
Save important emails and messages in a dedicated folder. If disputes arise, having written records protects your business.
Spreadsheets vs. Dedicated Tools
While Excel or Google Sheets work for basic tracking, dedicated creator tools offer significant advantages as you grow:
Spreadsheets
Dedicated Tools
Frequently Asked Questions
What's the most important thing to track in brand deals?
Payment status and deadlines are crucial. You should always know when content is due, when you'll be paid, and the status of each deliverable to maintain professional relationships.
Should I track brand deals in a spreadsheet or use dedicated software?
While spreadsheets work for beginners, dedicated tools like Collabed offer better organization, automation, and professional features as you scale up your collaborations.
How detailed should my brand deal tracking be?
Track all essential details: brand contact info, deliverables, deadlines, payment terms, content performance, and any special requirements. Better to have too much information than too little.
What should I do if a brand deal goes wrong?
Having detailed tracking helps resolve issues quickly. Document all communications, deliverables submitted, and payment status to protect yourself professionally.
Skip the Spreadsheets—Get Organized Today
Instead of building your own tracker from scratch, use Collabed to manage everything automatically. Track deals, deadlines, payments, and performance all in one professional platform.