I used to pitch brands from memory and a messy Notes app. Two weeks later I couldn't tell who ghosted, who wanted a sample, and who already paid for usage.
Build a sheet with one row per brand. Columns that actually move money:
UGC BRAND PITCH TRACKER
A Brand
B Contact / email
C Product / angle pitched
D Pitch sent date
E Sample sent? (Y/N + link)
F Follow-up 1 date
G Follow-up 2 date (max two bumps)
H Status: pitched / sample / negotiating / won / lost / dead
I Fee quoted (organic)
J Usage / whitelist / Spark fee (if any)
K Usage end date
L Next action + due date
M Notes (one line, not a novel)
Rules that saved me:
- One follow-up after sample. Second bump only if they asked a question. Then mark dead.
- Usage end date is a column, not a feeling. Renewals get a new quote row.
- Status updates the same day you hear back. Not "when I have time."
Last month a skincare brand came back after 11 days. Tracker said sample sent, one bump left. I didn't re-pitch cold. I sent the bump with the same sample link. They bought.
Related: https://dev.to/marcusvale/ugc-paid-raw-audio-stems-fee-quote-bfa
Also: https://dev.to/marcusvale/ugc-paid-bts-stills-fee-quote-4jkh
If you want the scripts that sit next to this tracker (pitch, sample bump, usage quote), I packed them here:
https://scienceartist.gumroad.com/l/ugc_brand_pitch_tracker_scripts
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