How to track UGC payments and outstanding balances

For each brand deal, keep track of the agreed fee, what you’ve received, and what’s still owed. Record payments as they arrive, and add a due date if you’ve agreed one with the brand.

What to keep with each deal

1. Agreed amount and currency. This is the total for the deal. Use the same currency when recording its payments.
2. Money received. Record the amount and date of each actual payment, including a deposit or partial payment.
3. Remaining balance. Subtract what you’ve received from the agreed fee. If the fee is $1,000 and you’ve received $300, the remaining balance is $700.
4. Payment due date, if known. Use the date agreed with the brand. Without an agreed due date, you can track what’s still owed, but the record won’t tell you whether it’s overdue.
5. Current agreement. Keep notes about changes with the deal and check them against your original agreement and payment records.

A partial payment example

Example (USD): you agree on a $1,000 fee, and the brand pays $300. That leaves $700 still owed.

If the agreed due date passes while $700 remains, that balance is overdue. When the final $700 arrives, record it as another payment. Keep both payment entries so the history shows when each amount arrived.

When a payment arrives

1. Check the amount and date against your bank or payout record.
2. Add the payment to the deal.
3. Check what’s still owed and any agreed due date.

Use the balance, agreement and invoice you already hold when following up with the brand.

Closing or archiving a deal

Archiving is a way to organise your list. It does not mean the brand has paid or that usage rights have ended. Keep checking any unpaid balance and upcoming usage end dates.

If you stop tracking an unpaid balance in CollabJot, leave it recorded as unpaid. Don’t add a payment unless the money has arrived. This record does not decide the legal or accounting treatment of the amount.

Using CollabJot

Start with the brand and deal stage. Add the agreed amount and currency, record full or partial payments, and add a payment due date if you know it. CollabJot calculates what’s still owed from the deal amount and recorded payments. Archiving a deal won’t hide an unpaid balance you’re still tracking.

CollabJot records payments you enter. It does not send invoices, collect money, connect to your bank or provide accounting or tax services.

Common questions

Can I record more than one payment?

Yes. Record each actual payment separately in the deal’s agreed currency so you can see the total received and the remaining balance.

What if I don’t know the due date?

You can still track what’s owed. Add a due date once you’ve agreed it with the brand. CollabJot won’t calculate one from the delivery date.

Does a paid deal still need attention?

It can. A usage term may continue after payment. Learn how to track usage rights expiration dates.