SyncUP FAQs

What is SyncUP?

SyncUP is a sync licensing workflow tool built into Synchtank that allows you to manage the entire licensing lifecycle — from initial quote requests to final legal agreements and invoices. It uses automation and pre-defined templates to create professional documents quickly using data already in your system.

What is an Opportunity?

An Opportunity is the core record in SyncUP — it acts as the container for all licensing activity related to a specific project, including Pitches, Quotes, Licenses, and Invoices. Every licensing workflow starts with creating an Opportunity.

How do I create an Opportunity?

Go to SyncUP → Opportunities and click Create. Fill in the required fields including Opportunity Name, Stage, Branch Office, and Requestor. Once saved, additional sections appear for Quotes, Licenses, and Invoices.

What is the standard licensing workflow in SyncUP?

1. Create an Opportunity
2. Add Sound Recordings and/or Compositions
3. Define Terms and Options (territory, duration, media type)
4. Set Usage details and Fees
5. Generate a Quote and send to the client
6. Once accepted, create a License from the Quote
7. Generate an Invoice from the License

How do I add tracks to a Quote or License?

Click + Add Sound Recording or + Add Composition and search your catalog. If you control both the master and the composition and they are linked in the system, adding the Sound Recording will give you the option to automatically include the Composition details.

Can I override the rights share on a Quote or License?

Yes. If the share data is incorrect and cannot be corrected on the asset, you can override it solely for the purposes of that Quote or License using the Share Override slider. This does not affect the original asset data.

How do I generate a Quote or License document?

Click Generate Quote or Generate License and select the template you want to use. A preview will appear — if you're happy with it, click Generate to create a PDF. You can then download it to send to your client.

How do I create a License from a Quote?

Go back to the Quotes section of the Opportunity and click Create License from Quote. A License form will open with the same details as the Quote — you can amend and save them without affecting the original Quote.

How do I create an Invoice?

Go to the License section of the Opportunity and click Create Invoice from License. Select the Invoice template, add the Income Type and Country of Sale, and click Create. You can also log payments against the Invoice using the three-dot menu.

If I update an Opportunity, will it automatically update existing Quotes, Licenses, or Invoices?

No. Updating an Opportunity does not automatically update any Quotes, Licenses, or Invoices that have already been generated. Each document captures the data at the time it was created. If changes are needed, you can edit the Quote or License directly and regenerate the document, or create a new one from the updated Opportunity.

If I need to make changes, where should I do it?

It depends on what you need to update:

• Changes that affect everything — edit the Opportunity first, then regenerate the Quote, License, and Invoice as needed. Each document needs to be regenerated to reflect the new information.
• Changes specific to a document — edit the Quote or License directly without touching the Opportunity. Then regenerate just that document.

What are Templates?

Templates allow you to automatically generate professional Quotes, Licenses, and Invoices using data already entered in the system. They use placeholders (e.g. {document.productionTitle}) that are automatically replaced with real data when the document is generated. Separate templates can be created for different document types, branch offices, or licensees.

What are MFN Terms?

MFN (Most Favored Nations) terms define clauses used in licensing agreements where a fee must match the highest paid to other rights owners on the same project. You can set up predefined MFN terms in SyncUP → MFN Terms and apply them when adding assets to a Quote or License.

Can I set up custom document numbering?

Yes. Go to SyncUP → Settings to configure custom numbering formats for Quotes, Licenses, and Invoices — including prefix codes and number formats using variables like {YY} for the year.

What admin settings do I need to configure before using SyncUP?

Before getting started, set up:

• Default Licensor — the default organization used when creating Quotes and Invoices
• Income Types — for tracking invoice payments in royalty system reports
• MFN Terms — pre-defined MFN clause types
• Templates — document templates for Quotes, Licenses, and Invoices