Asset License & Expiry Tracker

The problem this kills

Your brand runs on borrowed material. Stock photos, licensed fonts, background music, video footage, illustrations - dozens, maybe hundreds of third-party assets, each with its own license: this one's good for web only, that one's print but not paid social, this music track expires in March, that font's license ended two quarters ago and nobody noticed it's still on the homepage.

The risk is real and expensive. Using an asset after its license lapses, or outside what you actually paid for (a "web only" photo in a billboard, a "personal use" font in a paid ad), is exactly the kind of thing that triggers a takedown notice or an invoice from a licensing enforcement firm. And the proof you need to defend yourself - the invoice, the license PDF, the terms you agreed to - is scattered across email, a shared drive, and someone's memory.

The work itself isn't hard. The pain is keeping a reliable, current record of every license, what it allows, when it ends, and who decided to renew or retire it - and being warned before a license lapses, not after a lawyer's letter arrives.

What you'll build

A small private web app for your brand/marketing ops team that:

• Imports a license CSV (asset, vendor, license type, allowed uses, purchase date, expiry date, license ID) and lets you attach proof-of-license files (invoice, license PDF, screenshot).
• Stores each license's terms, allowed uses, and expiry date in one searchable place.
• Flags upcoming expirations ahead of the deadline (configurable windows, e.g. 90 / 30 / 7 days out) and flags any asset recorded as in use past its allowed scope or expiry.
• Shows an admin a review worklist where each imported license - and each renew/retire decision - must be approved before it counts as authoritative.
• Sends Resend email reminders before a license lapses so a person makes a renew-or-retire call in time.
• Exports a clean license register and renewal report CSV in the columns your system expects.

What's inside the Implementation Plan

The plan is a complete, paste-and-go runbook. It opens by interviewing you about your business - the asset types you license, your vendors, how you name and ID assets, what "allowed uses" categories you care about, your renewal lead times, and the messy edge cases (perpetual licenses, seat-based fonts, sub-licenses) - so the tool fits how you actually manage licenses, not a generic template. The agent reads a short spec back to you and waits for your thumbs-up before it builds anything.

From there it walks you, step by step, through standing up the database, the import and file-upload screens, the expiry math, the approval gate, the email reminders, and the CSV export - each step ending in a ready-to-copy prompt you paste into your AI coding agent.

The governance it includes (this is the point)

This is not a throwaway spreadsheet. Every build includes:

• Login so only your team can open the tool.
• Row-level security so each organization only ever sees its own licenses and files.
• A full audit trail - who imported what, who approved which license, who decided to renew or retire, and exactly when.
• A hard human-in-the-loop approval gate - an imported license and every renew/retire decision are drafts until an admin approves them. The tool flags; a person decides.
• Duplicate guards keyed on asset + vendor + license ID so the same license can never be logged twice.

Who it's for

Brand and marketing ops managers, design leads, and creative producers who juggle many third-party licenses across stock libraries, type foundries, music platforms, and footage vendors - and want an early-warning system with an auditable paper trail, so nothing in market is ever out of license.

You've got this - paste the first prompt and let the agent interview you.