In short
A UGC business comes down to five lists to keep up to date: brands to contact, ongoing conversations, collaborations to deliver, invoices to collect, and usage rights or exclusivity periods that are about to end. Keep them in one tool and start each day with what is due today.
The 5 lists of your business
| List | What you track | Key date |
|---|---|---|
| Outreach | Target brands, messages sent | Next follow-up |
| Conversations | Replies, quotes sent | Quote expiry |
| Collaborations | Script, shoot, edit, delivery | Delivery date |
| Invoicing | Invoices sent, deposits | Due date |
| Rights | Ad periods, exclusivity | End date |
A simple pipeline
Each brand moves through stages. Once you name them, you see at a glance where you stand:
- To contact
- Contacted (with the date)
- Followed up
- In discussion
- Quote sent
- Collaboration in progress
- Delivered, invoiced
- Paid
The goal isn't a pretty board: it's never leaving a brand stuck without a next step.
A 10-minute morning routine
- Which follow-ups are due today?
- Which delivery is coming up this week?
- Which invoice is due or overdue?
- Which usage rights or exclusivity periods end in the next 15 days?
Then pick three actions for the day, no more. The rest can wait until tomorrow.
Spreadsheet, Notion or a dedicated tool?
A spreadsheet is fine for 10 brands. Beyond that, the risk is missing dates: a spreadsheet doesn't remind you. A dedicated tool links the brand, the quote, the invoice and the follow-ups, and tells you each morning what to do.
Whatever the tool, what matters is logging each date as soon as it appears: a message sent, a quote accepted, an invoice issued.
Going further
- Following up for a reply: follow up with a brand.
- Chasing a payment: unpaid invoice.
- Renewing rights: UGC usage rights.
Common questions
How do you keep track of UGC collaborations?
With one list per stage (to contact, in discussion, quote, in progress, delivered, paid) and a date for every next step. A spreadsheet is enough at first; a dedicated tool helps as volume grows.
How do you remember to follow up with a brand?
Write down the next follow-up date when you send the message, and check every morning what is due today.
This guide gives practical pointers. Rules vary by country: it doesn't replace advice from an accountant or a lawyer for your situation.