Free Brand Deal Tracker Template for Creators

Download a free brand deal tracker with a blank sheet and six filled examples. Use it to keep YouTube sponsorships, Instagram collaborations and other creator deals in one place, from the first contact through delivery and payment.

Every deal needs a clear answer to three questions: who needs a reply, what is due, and what is still unpaid? The workbook separates those checks so a finished video does not make an outstanding balance disappear.

Start with your first three deals

Open the Tracker tab and add one deal per row, starting at row 10. Use a distinct name when the same brand has multiple campaigns, such as “Audio brand — September video.” Start with three real prospects or active deals before filling your entire backlog.

In Google Sheets, choose File → Import, select the downloaded workbook, then choose Create new spreadsheet and import the data. This follows Google’s Excel import instructions. Keep both tabs so the examples remain available.

Edit the white input cells. The blue columns calculate the balance and three checks. The yellow Review date cell, B3, uses today’s date in the blank tracker; you can replace it with a fixed date when reviewing a past week.

Enter actual dates using your spreadsheet’s date entry controls. A note such as “next Friday” belongs in Next action until you turn it into a specific date in Action date.

See how the filled example works

The Example tab uses a fixed review date of September 8, 2026. It includes common situations you can compare with your own records:

The example’s top counters show five open deals, two follow-ups due, one late delivery and one late payment. “Follow-ups due” includes today and earlier; “late” means a date before the review date. Change B3 to see the date checks update. These are workflow examples, not suggested sponsorship rates or customer results.

Keep three dates separate

Action date is when you will take the next step: verify a contact, answer a brief, send a draft or check an invoice. Update the action and its date together after doing the work.

Delivery date is the deadline for the deliverable written in that row. For an Instagram collaboration, specify whether that means a Reel draft or the published Reel. For YouTube, distinguish a review cut from the scheduled integration. Keep additional milestones in Notes; one row has one delivery-date field.

Payment due is the date attached to the outstanding cash balance. Enter the agreed date, rather than assuming that a brand pays on publication day. If there are several instalments, use the next unpaid due date and record the remaining schedule in Notes.

What to enter in each part of the tracker

Move a deal to Booked once the arrangement is agreed, Creating while producing it, and Delivered after supplying the stated deliverable. Use Complete when the remaining work is finished, or Closed for a prospect you are no longer pursuing. Completed and closed rows leave the open-deal counter.

The payment check still evaluates an entered fee after a stage change. Marking a deal Complete does not clear its unpaid balance.

Record partial payments without losing the balance

Enter amounts as numbers and put the currency in its own column. In the fictional Instagram example, 750 agreed minus 250 received leaves 500 outstanding, all in USD. Update Received to the cumulative total when another payment arrives.

A blank fee means the amount is unknown or unagreed. A blank Received cell asks you to record the amount; enter 0 when nothing has arrived. For a genuinely product-only arrangement, enter 0 in both cash fields and describe the supplied product in Notes. The sheet does not value that product.

Balances use each row’s currency. There is no combined revenue total across currencies. The template tracks the amounts you enter; it does not calculate tax, exchange rates or invoice charges.

Review the sheet once a week

1. Fix missing inputs. Filter the calculated checks for prompts such as Set action date, Add deliverable or Record received. Fill those gaps before relying on the deadline counts.
2. Review overdue and today’s actions. Complete the step or deliberately set a new one. Leave useful context in Notes so you know what happened.
3. Check delivery commitments. Review overdue items and upcoming delivery dates, including content still waiting for brand feedback. Record any agreed deadline change.
4. Reconcile payments. Update Received from your own payment records, then review overdue balances and the next unpaid due dates.
5. Close finished work. Check delivery and payment before changing the stage. Leave a specific next action on every active deal.

The blank tab has 100 prepared rows, from 10 to 109. Stay within those rows to retain the supplied formulas, dropdowns and counters. If you extend the sheet, copy a complete prepared row and extend the table, validation and summary ranges too. The six-row Example tab is a reference, not your working tracker.

For writing the actual message, use our guide to pitching brands. If you need evidence to include with a pitch, start with the YouTube media kit template.

Keep the brand relationship in Mysocial

When your shortlist grows, Mysocial Partnerships gives you a place to save brand leads, contact details, notes, a next action and its date. Its pipeline uses Prospecting, Contacted, Meeting and Won. Those relationship stages serve a different purpose from the workbook’s more detailed delivery and payment records.

Start with one active lead: save the brand, add the verified contact route and source to your notes, set the next action, then update its pipeline stage when the relationship moves forward. You can continue using the spreadsheet for delivery milestones and balances. This is a manual handoff; there is no spreadsheet import or payment collection in this workflow.

Looking for your first entries? Our tech YouTube sponsor research list includes source evidence and public contact routes. For Instagram, start with how to get brand deals and record the brands that fit your own content.