Brand deals slip through the cracks in your inbox: a follow-up you forgot, a draft that's late, an invoice nobody paid. This tracker puts every deal in one pipeline, from first contact to money in the bank. Update it once a week and you'll always know what's due and who owes you.
What you get
A deal pipeline with 12 columns, from brand contact to paid date
Clear stage definitions so every deal has one status
A weekly follow-up checklist to chase replies, drafts, and payments
A branded PDF for reference and an editable CSV for Google Sheets or Excel
How to use this template
1
Add every conversation. Log each brand the moment a conversation starts, inbound or outbound. A deal you don't track is a deal you forget to follow up on.
2
Set one stage per deal. Use the stage definitions to move each deal forward. If you can't tell which stage it's in, the next step isn't clear yet.
3
Review it weekly. Block 20 minutes each week to run the follow-up checklist. Chase open replies, upcoming drafts, and overdue invoices.
4
Close out the month. At month end, fill in the summary so you can see what you booked, what you were paid, and what's still outstanding.
What's inside
Here's a preview. Unlock the free download to get all 7 sections (4 more below).
What is a brand deal tracker?
A brand deal tracker is one list of every sponsorship conversation you have open. Each row holds the brand, the stage it has reached, the fee, the usage terms you agreed, and the dates that matter: draft due, go-live, invoice sent, payment received. One row per deal, one place to look.
It starts earning its keep as soon as you run more than two deals at once. Deals rarely die from a weak pitch. They die because a draft sat unapproved for three weeks or an invoice was never chased. A weekly pass through the tracker catches both while they can still be fixed.
Deal pipeline
One row per deal. Keep the stage and dates current, and you'll never have to search your inbox to know where a deal stands.
Brand
Contact
Source
Stage
Deliverables
Fee
Usage terms
Draft due
Live date
Invoice #
Invoice sent
Paid date
[Brand A]
[Name], partnerships
Inbound email
Negotiating
1 YouTube integration
$___
Organic only, 30 days
[Brand B]
[Name], agency
Pitched
In production
2 Reels + 3 Stories
$___
Paid ads, 90 days
[Date]
[Date]
Tips for keeping the tracker useful
Track the source of each deal. After a few months you'll see whether pitching, inbound email, or agencies bring you the best-paying work.
Write usage terms in the tracker, not only in the contract. When a brand asks to extend usage, you'll know exactly what they already have.
Record the paid date, not only the invoice date. The gap between the two tells you which brands pay late, which helps you set deposit terms next time.
Passionfroot is a sponsorship management platform built for creators who want to handle brand deals without spreadsheets, long email threads, or an agent.
A sponsorship is only revenue once it clears your account. This invoice template captures every detail a brand's finance team needs — line items, terms, and tax — so payments don't stall in approval limbo.
Most sponsorships die in silence after the first email. These follow-up templates give you the right message for each stage — no reply, post-proposal, and post-call — so you stay top of mind and close deals that would otherwise go cold.
Most brand deal disputes start with something nobody wrote down. This term sheet walks you through every clause an influencer contract should cover, so you agree on scope, money, and rights before you film anything. Fill it in, send it to the brand, and have a lawyer review the final version.
A brand deal tracker is a sheet with one row per sponsorship, covering the stage, deliverables, fee, usage terms, deadlines, and payment. It replaces searching your inbox when you need to know what a brand agreed to or whether an invoice was paid.
How do creators keep track of brand deals?
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Most use a simple spreadsheet or a dedicated tool with one row per deal and columns for stage, deliverables, fee, deadlines, and payment. The format matters less than updating it every week.
What stages should a brand deal pipeline have?
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A practical set is Lead, Negotiating, Contracted, In production, In review, Live, Invoiced, Paid, and Lost. Each stage should have a clear condition for moving to the next one.
How long should I wait before chasing an unpaid brand invoice?
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Send a friendly reminder shortly after the due date passes, then follow up at regular intervals. Your contract's payment terms and any late fee clause set the baseline, so agree on them before you start.
Do I need a CRM, or is a spreadsheet enough?
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A spreadsheet handles this comfortably up to roughly 20 live deals. A dedicated tool only pays off once you have a manager or assistant touching the same records, or you want automatic reminders rather than a weekly review slot.
