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Brand deal tracker

Every brand deal from first pitch to paid, and everything you still owe each brand.

About 20 minutesMac and WindowsNeeds Pro

A brand deal tracker holds every deal you're pitching or delivering: the brand, the fee, where the deal stands and what you still owe. In PrimeTask each deal is an opportunity on stages you name, each deliverable is a task tied to it, and the calendar shows every due date across all your deals.

Updated · Checked with PrimeTask 1.0.5 · PrimeTask Team

PrimeTask

The brandWho the deal is withThe dealWhat you keep upWhere you lookWorked out from your dealsThe brandA company in PrimeCRMContactsEach with a rolePipelinePitched to DeliveringBrand dealFee, odds and close dateDeal timelineNotes and historyDeliverablesDue dates, in Next stepsTask commentsWhat the brand approvedReportsWin rate and forecastCalendarEvery due date, by monthDashboardUpcoming Tasks widget

How it fits together

Select a part, in the drawing or here, to see what it does and what it feeds.

What flows

Next action

Deliverables to Brand deal

Fee into the stage total

Brand deal to Pipeline

Win rate and forecast

Pipeline to Reports

Due dates

Deliverables to Calendar

Due soon, and overdue

Deliverables to Dashboard

Part ofLinkedShown onTotals and forecast
Every connection, in words
  • Brand deal is part of Pipeline.
  • Deal timeline is part of Brand deal.
  • The brand is linked to Brand deal.
  • Contacts is part of The brand.
  • Contacts is linked to Brand deal.
  • Contacts is linked to Deal timeline.
  • Deliverables is linked to Brand deal.
  • Task comments is part of Deliverables.
  • Task comments is linked to Brand deal.
  • Pipeline is linked to Reports.
  • Deliverables is linked to Calendar.
  • Deliverables is linked to Dashboard.
  • Next action: Deliverables to Brand deal.
  • Fee into the stage total: Brand deal to Pipeline.
  • Win rate and forecast: Pipeline to Reports.
  • Due dates: Deliverables to Calendar.
  • Due soon, and overdue: Deliverables to Dashboard.

How a brand deal's parts connect, from the brand to the calendar, and which way the numbers flow

The problem

Brand deals live in too many places: the pitch in your inbox, the fee in a message, the brief in a PDF, the posting date in your head. A spreadsheet row per brand helps until three deals are in production at once.

Then a script is due to one brand while another waits on a draft you forgot, and the only record of what they approved is an email thread. Each deal needs one place where the fee, the people and the deliverables sit together.

What it uses

Five parts, one connected system

Each card opens its docs article in a new tab, for the detail behind the steps.

Opportunities

Pro

Each deal on stages you name, from pitch to paid

Docs for Opportunities (opens in a new tab)

PrimeCRM

Pro

The brands and the people you deal with there

Docs for PrimeCRM (opens in a new tab)

Tasks

Every deliverable, with the date it is due

Docs for Tasks (opens in a new tab)

Task Comments

What the brand asked for and approved, kept on the deliverable

Docs for Task Comments (opens in a new tab)

Calendar

Every due date across all your deals, by month

Docs for Calendar (opens in a new tab)

Steps

Set it up in six steps

  1. 1Build a pipeline for brand deals
  2. 2Add each deal with its fee
  3. 3Turn the deliverables into tasks
  4. 4Keep what the brand approved in the comments
  5. 5See every due date on the calendar
  6. 6Close the deal when it's paid

Step 1

Build a pipeline for brand deals

Opportunity settings (opens in a new tab)

Open PrimeCRM, choose Opportunities, click the pipeline name at the top of the board and choose New pipeline. Name it Brand deals and add your stages, such as Pitched, Talking, Negotiating, Agreed and Delivering.

Each stage becomes a column, with a count and a running total at the top.

Step 2

Add each deal with its fee

Opportunities (opens in a new tab)

Add an opportunity for each deal, with the fee in its own currency, how likely it is, and when you expect to sign. Drag the card along the board as the deal moves.

Link the brand as a company and your contacts there, each with a role you define, such as brand manager or agent.

Step 3

Turn the deliverables into tasks

Tasks (opens in a new tab)

In the deal's Next steps, type each deliverable, such as the script, first draft, filming and posting, and it becomes a task tied to the deal. Give each one its due date.

The board then shows each deal's next action: the soonest deliverable not yet done.

Step 4

Keep what the brand approved in the comments

Task comments (opens in a new tab)

When the brand approves a script or asks for changes, write it in that deliverable's comments, marked as a Decision.

Type @ and pick the deal to mention it, and a task you made elsewhere joins the deal's Next steps too.

Important. Pick the deal from the list. A name typed by hand looks the same but links to nothing.

Step 5

See every due date on the calendar

Month view (opens in a new tab)

Open Calendar and press 3 for the month. Every deliverable with a due date sits on its day, across all your deals, so a week with three postings shows before it arrives.

Drag a task to another day to move its due date.

Step 6

Close the deal when it's paid

Reports for your deals (opens in a new tab)

When the brand has paid, mark the deal Won. If it falls through, mark it Lost and pick or write the reason. A deal that stalls can go On Hold, out of your totals but not forgotten.

Reports then show your win rate and what's likely to sign next.

Variations

Make it yours

Four ways to change the setup to fit how you work.

UGC and affiliate deals

Keep a second pipeline with its own stages, and switch between the two from the pipeline name at the top of the board.

Kinds of deal

Name categories such as sponsored video, integration or long-term partner in Opportunity settings, then filter the board by them.

Working with a manager or editor

Share the Space, and they see the same deals and deliverables as it syncs.

Your Dashboard

The Upcoming Tasks widget counts what's due today, due soon and overdue, deliverables included, as soon as you open PrimeTask. If it's hidden, turn it on from the Layout Editor button in the Dashboard header.

Reuse

Save it for next time

Set it up once, and start the next one from it.

Your pipeline as a template

Once the stages suit you, use Save as Template on the pipeline in Opportunity settings, and start any new pipeline from it.

Questions

Common questions

For each deal: the brand and your contact there, the fee, the stage it has reached, each deliverable with its due date, what the brand approved, and whether it has been paid.

No, and it doesn't connect to your bank. The fee sits on the deal, and you mark it won once the brand has paid. Invoices stay in your accounting tool.

No. PrimeTask does not read your inbox. Add the deal when a brand gets in touch, and paste anything worth keeping into the deal's notes or a deliverable's comments.

Yes. Opportunities and the brands' records are part of PrimeCRM, which comes with Pro. The free trial includes Pro, so you can set this up before you buy.

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