Creative Asset and Licence Inventory

Who this is for

A record of what you are allowed to use. Every font, stock image, music track and template you have bought or downloaded gets a row, with its source, the licence it came with, what that licence lets you do and the projects it has gone into.

Designers, content creators and small businesses who reuse bought and downloaded assets across many projects and need to answer, months later, where something came from and whether it can be used again.

What this helps you track

• Every font, image, track and template you hold, and where it came from
• The licence type and what it permits, in your own words
• The projects and clients each asset has been used for
• Where the file and its licence are saved
• Licences that expire or need renewing

How to use it

1. Write the owner or brand and the date you compiled the list at the top.
2. Work through your downloads, font folders and marketplace accounts, adding a row per asset or per pack.
3. Copy the licence type from the receipt or licence file, and summarise what it permits as it is written there.
4. Record the projects each asset has gone into and where its file is stored.
5. Work through the checklist so each licence file is saved and attribution is noted wherever the licence asks for it.
6. Add rows as you buy, and keep the online version, which saves in your own browser, alongside your project files.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The online version keeps what you enter in your own browser and builds the completed PDF on your device.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

What should go in the permitted use column?

A short summary of what the licence itself says, such as personal only, commercial, number of seats, or no resale. It is a reminder, not a substitute: when a use matters, go back to the licence text you saved.

Is one row per asset or per pack?

Whichever you would look up. A font family or an image pack bought under one licence can go on a single row; an asset you use on its own, or one with different terms, is easier to find on its own row.

Does this tell me whether I can use an asset for a job?

No. It records what you were given and where it went. Whether a particular use is allowed depends on the licence wording and the rules where you are, so check the licence, or ask the seller, when you are unsure.

Why record the projects an asset was used in?

If a licence changes, expires or is questioned, you can see at once which projects and clients are affected instead of searching through old files.