Brand-deal delivery and follow-up tracker
Creator Lane | Reviewed September 20, 2026
https://creatorlanehq.com/blog/brand-deal-deliverables-tracker

BRAND-DEAL DELIVERY TRACKER
Keep this record private. Link to restricted agreements and invoices; do not paste passwords or banking details.

DEAL RECORD
Deal ID / project:
Brand:
Authorized contact:
Agreement location / version:
Scope confirmed on:
Deliverables:
Included review process:
Usage summary and agreement section:
Outstanding questions:
Next review date:

DELIVERABLE RECORD — duplicate per item
Deliverable ID:
Format / channel:
Brief version:
Draft due:
Exact review file / version:
Approver:
Approval status / date / evidence:
Publication window:
Actual publication date:
Public link / agreed proof location:
Disclosure wording / placement / controls checked:
Disclosure reviewer:
Usage start / end / reminder date:
Source-file obligation:
Next action / owner / due date:

PAYMENT SUMMARY
Invoice reference:
Issue date:
Agreed due date:
Status: not issued / issued / disputed / partly received / settled
Receipt reconciliation date:
Restricted accounting record:
Next action:

FICTIONAL FILLED EXAMPLE
Deal: CL-DEMO-07, ceramics launch
Deliverable: R01, Instagram product Reel
Brief: v02 confirmed September 29
Draft: v03 sent October 3
Approval: awaiting named brand approver
Publication: October 8–10, not yet live
Disclosure: final wording and placement awaiting review
Proof: pending publication
Usage: see agreed section; do not infer paid-use permission
Next action: request consolidated notes October 4
Payment: not yet invoiced; follow agreed milestone

USAGE REGISTER — duplicate per asset and distinct scope
Usage record ID:
Deliverable ID:
Approved asset filename / export version:
Agreement location / version / section:
Authorized amendment location / version:
Advertiser or account permitted by agreement:
Channels / placements / territory as agreed:
Organic use / paid use / other scope:
Agreed start / end:
End-time / timezone wording confirmed?:
Editing / source-file permissions:
Third-party music, font or stock restrictions:
Reminder date / owner:
Unknown terms requiring clarification:

DATED OBSERVATION LOG — append, do not overwrite
Observation date / time / timezone:
Source URL:
Country / category / other filters:
Search wording / advertiser or page:
Displayed ad ID, if available:
Creative match: confirmed / uncertain / not this asset
Displayed status and dates, exactly as seen:
Private evidence location / capture date:
What was observed:
What remains unknown:
No matching result? Record only that observation, not proof of non-use.
Agreement / amendment checked:
Next action / owner / due date:

RENEWAL OR CLOSEOUT DECISION
Decision status: not reviewed / clarification requested / proposal / agreed / declined / unresolved
Response date / responding person:
Authority to approve confirmed?:
Confirmed decision and evidence:
Revised channels / placements / territory:
Revised start / end / timezone:
Agreed fee or restricted record reference, if applicable:
Third-party permissions reviewed:
Follow-up observation date / owner:
Closeout basis and remaining uncertainty:
A proposal is not a renewal. A reminder does not remove ads or change rights.

FICTIONAL USAGE REVIEW — no real brand, ad or violation
Asset: U-DEMO-01 / approved-export-v04
Permission: demo-agreement-v02, usage section; October 1–30, 2026
End-time / timezone: check the agreement before drawing a conclusion
Observation: October 31, 2026, 10:00 IST
Source: a hypothetical Meta Ad Library result
Ad ID: DEMO-AD-01 (invented placeholder)
Observed: matching-looking creative displayed; verify status and asset match
Initial status: needs verification and clarification
Amendment / renewal: not recorded; check authorized correspondence
Next action: ask the brand to confirm current use and any later agreement
Conclusion: none; an observation alone does not establish unauthorized use

CLARIFICATION EMAIL — adapt to the actual evidence
Subject: Usage check for [asset / project]
Hi [name], I am reviewing [asset/version]. Our record points to [agreement version/section] and [agreed period].
On [date/time/timezone], I observed [plain description] at [link], with [ad ID if available].
Could you confirm the current use and whether an agreed amendment or renewal applies? I may be missing a later record.
Please share the relevant confirmation, or let us agree the appropriate next step.
Thanks, [name]

AD LIBRARY CHECK LIMITS
https://www.facebook.com/ads/library/
Library information checked September 20, 2026.
Search coverage and filters affect what you see. Current ads and certain archives are not a complete usage or licensing history.
No result is not proof of non-use. A visible result is not proof of a breach.
Keep personal, agreement and invoice details in restricted storage.
Music rights checklist: https://creatorlanehq.com/blog/music-for-sponsored-reels

CLOSEOUT
Every item approved and delivered:
Publication proof retained:
Invoice reconciled:
Usage questions resolved:
Archive / retention agreed:
Unneeded collaborator access removed:

You may adapt this original worksheet for personal and client work. Third-party materials retain their own licences.