How do I track ad spots sold as a flight across episodes?

Record one invoice for the flight, note the episode range and ad-read type, and attach the insertion order, so the whole deal stays in a single record.

How do I know which sponsorships are still unpaid?

Give each invoice a status and a due date, then review the open list; sent and overdue invoices are the ones still outstanding.

Does Cash Workspace collect sponsorship payments?

No. It does not process or collect payments. You record each invoice and its status manually so you always know what's been paid and what hasn't.

Cash Workspace

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Creator finance · Podcasting

Track your podcast sponsorship invoices and statuses

When you sell pre-roll, mid-roll, and post-roll ad spots across episodes, it gets hard to remember which sponsor agreed to what, which ad reads ran, and which invoices are still unpaid. Cash Workspace lets you record each sponsorship invoice per episode or flight with the sponsor, ad-read type, agreed amount, and status, and attach the insertion order so the deal and the document stay together.

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The problem

Why sponsorship invoices get confusing

Ad deals are scoped per episode or per flight, paid on different terms, and tracked in scattered emails. Without one record per invoice, payment status becomes guesswork.

You can't recall whether a sponsor bought a mid-roll on one episode or a flight across three.
An invoice was sent but you're unsure if it was ever paid.
Net-30 and net-45 terms mean several invoices are overdue without you noticing.
The insertion order lives in an email thread, separate from the invoice.
At quarter-end you can't list which sponsorships are still outstanding.

The workflow

Record each sponsorship as an invoice

Capture every ad deal as one invoice record with its status, then update it as payment moves.

1
Record the deal
When a sponsorship is agreed, create an invoice record with the sponsor, episode or flight, ad-read type, and agreed amount.
2
Attach the insertion order
Attach the IO or agreement so the terms stay with the invoice.
3
Set the status
Mark it sent, paid, partially paid, or overdue, and update it as payment lands.
4
Note the terms
Record the due date and payment terms (net-30, net-45) so you know when to expect payment.
5
Review outstanding
Scan the list regularly to see which sponsorship invoices are still open.

Record structure

What to record for each sponsorship invoice

These fields keep every ad deal clear and its payment status easy to check.

Sponsor: The brand or agency buying the spot, kept as a consistent record.
Episode or flight: Which episode, or the range of episodes, the ad reads cover.
Ad-read type: Pre-roll, mid-roll, or post-roll, and whether host-read or produced.
Agreed amount: The contracted amount and currency.
Issue and due dates: When the invoice was sent and when payment is due under the terms.
Status: Sent, paid, partially paid, or overdue.
Insertion order: The IO or agreement document attached to the record.
Note: Detail like 'two mid-rolls per episode, three-episode flight'.

Example setup

An example sponsorship invoice setup

One way to organize ad-spot invoices inside your workspace.

Open sponsorships

Invoices marked sent or overdue, with sponsor, ad-read type, amount, and due date.

Paid sponsorships 2026

Completed deals for the year with the IO and final amount attached.

Insertion orders

Each sponsor's IO or agreement attached to its invoice record for reference.

Common mistakes

Mistakes to avoid

Leaving invoices without a status, so paid and unpaid look the same.
Not recording the ad-read type, so you can't confirm what ran for the sponsor.
Ignoring payment terms, so net-30 invoices quietly become overdue.
Keeping the insertion order separate from the invoice record.
Tracking deals across email and memory instead of one list.

How it helps

How Cash Workspace helps

One invoice per deal

Record each sponsorship with sponsor, episode or flight, ad-read type, and agreed amount in one place.

Clear statuses

Mark every invoice sent, paid, partially paid, or overdue and update it as payment arrives.

Documents attached

Attach the insertion order to each invoice so the terms and the record stay together.

Podcast expense organizer

Organize the show's production costs by category.

Creator sponsorship tracker

Track brand-deal invoice statuses across creator work.

Creator invoice tracker

Keep every creator invoice and its status in one board.

Unpaid invoice tracker

Organize unpaid invoices so follow-up is simple.

All finance workflows

Browse the full Cash Workspace workflow library.

FAQ

Podcast sponsorship invoice FAQ

How do I track ad spots sold as a flight across episodes?: Record one invoice for the flight, note the episode range and ad-read type, and attach the insertion order, so the whole deal stays in a single record.
How do I know which sponsorships are still unpaid?: Give each invoice a status and a due date, then review the open list; sent and overdue invoices are the ones still outstanding.
Does Cash Workspace collect sponsorship payments?: No. It does not process or collect payments. You record each invoice and its status manually so you always know what's been paid and what hasn't.

Organizing help — not tax, accounting, or legal guidance

Cash Workspace is a free workspace for organizing invoices, expenses, receipts, clients, and documents. This page is organizing guidance only — not tax, accounting, legal, or bookkeeping guidance. Cash Workspace does not connect to your bank, does not scan or read your receipts for you, and does not move or collect payments. Whether an expense is deductible depends on your situation, so confirm it with a qualified accountant or tax professional.

Know exactly which ad deals are paid

Start a free workspace and record each sponsorship invoice with its status and insertion order so you always know what's outstanding.