Influencer Outreach & Negotiation Pipeline Template
Turn influencer outreach into a living pipeline
Stop flipping between spreadsheets, DMs, and contract threads just to figure out who owes you a reply. The Influencer Outreach & Negotiation Pipeline gives you a guided, shared Instaboard canvas with Start-Here instructions, tier labels, and duplicate-ready cards so every creator moves left to right in one view. Research handles, engagement stats, and media kits live in Source & Qualify because each duplicated Creator Brief card stores the notes and attachments. Warm-touch tasks keep social managers accountable, negotiation snapshots capture every counter-offer with legal approvals, and KPI logs hold screenshots plus renewal ideas. Dragging cards and applying labels updates the shared canvas in real time, so you skip rebuilding spreadsheets or forwarding recap emails. Because assignees, due dates, and attachments travel with each card, your team always knows the next action without digging through inboxes.
- Drag creator cards across stages and let real-time presence indicators keep standups aligned without manual status docs
- Record offers, legal reviews, and follow-ups in the card body and comment thread, @mentioning finance or legal when you need approvals
- Duplicate the ready-made briefs, negotiation notes, and KPI logs so every creator starts from the same structured card
- Attach media kits, draft storyboards, and dashboards to cards so files travel with the work
Kick off in Get Started
Open the Get Started section and duplicate the Creator Brief — card for each prospect on your radar. Fill in the handle, platform focus, and audience-fit notes, attach the latest media kit, and assign the campaign owner. Apply Tier A or Tier B so the pipeline instantly reflects priority. Drop the completed card into Source & Qualify and set a due date for when the first warm touch needs to happen.
Warm the relationship
Move the card into Warm Touch & Prep as soon as you drop a dated comment (e.g., "10/15 saved their video + DM'd about collab") inside the card. Change the card type to a task—Instaboard keeps the assignee and due date on that card and surfaces the checkbox on the card face—if you need to schedule comments, saves, or shares. After each touchpoint, drop a quick comment or check the subtasks so the engagement history lives beside the card. Use attachments for scripts, screenshots, or rate cards so anyone covering the creator has the same intel. Clear blockers with labels like Warm Intro to document who opened the door.
Send the pitch and plan follow-ups
Drag the card into Pitch Sent the moment your DM or email leaves the inbox. Update the description with the script you used, attach the thread, and apply the Waiting on Reply label so anyone watching the board sees who needs a nudge in real time. Adjust the due date to the next follow-up and duplicate the Negotiation Snapshot — card if the creator replies with questions. Keep the Tier label intact as you move stages so prioritization never resets.
Pro tip: Use the card's comment thread to note which channel (DM, email, story reply) triggered the response.
Capture negotiations and approvals
Shift responsive creators into Negotiation & Approvals and flesh out the Negotiation Snapshot — card by filling the Offer summary, Rate quoted, and Approvals needed lines with the latest details. Attach DocuSign drafts or rate spreadsheets directly to that card so the entire thread stays visible. Tag Needs Legal Review or Budget Hold if finance or legal owes you input, and keep every contract draft attached to the same card. Once signatures are routed, clear the blocker labels and drag the card forward.
Deliver, measure, and tee up renewals
As soon as deliverables enter production, drag the card into Content In Production and assign tasks for storyboard reviews or asset approvals. When content ships, move the card to Measure & Retain, duplicate the Campaign KPI Log — card, attach KPI screenshots, and paste the CPE math inside the card body so renewal decisions pull from one place. Apply the Renewal Candidate label for creators you want back next launch and schedule the wrap note as a task so the owner + due date stay visible on the card.
What’s inside
Tiered creator tracker
Duplicate the Creator Brief inside Source & Qualify, assign an owner, and apply Tier labels so the highest-impact creators rise to the top without sorting spreadsheets.
Warm touch checklist
Turn warm-up cards into tasks, @mention social teammates, and log dated comments so everyone sees the engagement trail before pitching.
Negotiation desk
Duplicate the Negotiation Snapshot — card to record offers, counterpoints, and approval owners without losing history.
Production + KPI zone
Content In Production and Measure & Retain lists keep deliverables, storyboard reviews, KPI screenshots, and renewal ideas together.
Template shelf
Creator Brief, Negotiation Snapshot, and Campaign KPI Log cards sit in Get Started so anyone can duplicate and drag them into the right stage.
Why this works
- Visualize the entire creator lifecycle from sourcing through renewals
- Document negotiation history and approvals so no context lives in DMs
- Keep KPI evidence tied to each card for faster renewal decisions
- Scale outreach using duplicate-locked templates that stay consistent
FAQ
Can agencies reuse this for multiple clients?
Yes—duplicate the board per client or add a client tag on each card, then filter by tag before sharing a view with stakeholders.
How do I track more than one follow-up?
Use due dates plus the card's checklist to log each touch with a visible completion state on the card face, or duplicate the Negotiation Snapshot — card to document multi-thread conversations in one place.
Where should contracts and briefs live?
Attach DocuSign packets, creative briefs, and shot lists directly to the card so legal, creative, and growth teams edit the same source.
Does this work for gifting-only campaigns?
Absolutely—edit the Creator Brief and Negotiation Snapshot template card descriptions to list product bundles instead of rates, then keep the same stage flow to show status and KPIs.