Once a song is selected, you must quickly navigate the “Clearance” stage, which involves signing a Master Use License and a Sync License. You will then deliver “high-res” files and instrumentals to the production team. After the show airs, a Cue Sheet is filed with PROs to trigger your backend royalties. Audiobulb’s Sync Pitching and administration service ensures this process is seamless by acting as your professional representative, making you “One-Stop” and ready to collect 100% of both your upfront fees and your global backend royalties.
1. The 4-Stage Sync Workflow
Once a supervisor “temp keys” your song into a scene and the director approves it, the following steps happen in rapid succession:
Stage 1: The Request for Clearance
The supervisor sends a “quote request” asking for your fee and confirmation of ownership. They need to know if you are “One-Stop” (owning both the recording and the songwriting). If you have to call three different co-writers to get permission, the supervisor might drop the song to avoid missing their deadline.
Stage 2: The Paperwork (The Licenses)
You will receive two legal documents:
- Master Use License: Permission to use the audio recording.
- Sync License: Permission to use the underlying composition.
- Note: If you are self-published, you sign both. If you have an administrator like Audiobulb, we ensure the language is fair, and the rights aren’t being over-exploited.
Stage 3: Asset Delivery
You must provide:
- A high-quality WAV file (usually 24-bit/48kHz).
- An Instrumental version (for scenes with dialogue).
- A “Clean” version (if the original has explicit lyrics).
Stage 4: The Cue Sheet
This is the most critical document for your long-term wealth. The production company files a “Cue Sheet” with PROs (like ASCAP, BMI, or PRS) listing your song title, the duration of the use, and the writers/publishers. This document is what triggers your Performance Royalties.
2. The “Distribution Gap”: Why the Process Often Fails
Many independent artists rely solely on their distributor (DistroKid, TuneCore, etc.) to manage their careers. Here is where that breaks down during a sync deal:
- Distributors Don’t Sign Licenses: Your distributor cannot sign a Sync License for your lyrics. If you don’t have an administrator, you are legally “naked” during the negotiation.
- Missing Cue Sheets: Distributors do not track cue sheets. If a production company forgets to file one (which happens often), your distributor will never know, and you will never see a dime of backend money.
- The “Black Box” Risk: Without a publishing administrator, the Publisher’s Share of your royalties stays in a global “Black Box,” eventually being distributed to major labels instead of you.
3. Why You Need Professional Administration After the Deal
| The Task | Can a Distributor Do It? | Can Audiobulb Do It? |
| Sign Sync Licenses | No | Yes |
| Collect Upfront Fees | No | Yes |
| Track Global Cue Sheets | No | Yes |
| Collect Mechanicals | No | Yes |
4. How Audiobulb Navigates the Process for You
At Audiobulb, we act as your “In-House Legal & Admin Team” so you look like a major-label artist to the music supervisor.
- Sync Pitching & Representation: We don’t just wait for the deal; we actively pitch your music. When a supervisor is interested, we handle the professional communication to close the deal.
- One-Stop Status: By administering your publishing for a flat $19.99/year, we make it incredibly easy for supervisors to “clear” your music. This makes you much more likely to get picked over an un-administered artist.
- Active Cue Sheet Tracking: Our technology monitors global broadcasts. If your song is used, we ensure the cue sheet is filed correctly and that you receive 100% of your performance and mechanical royalties.
- 0% Commission: Unlike sync agents who take 20–50% of your fee, we take zero. You keep every penny of your upfront check and your backend royalties.
Summary
The process after being chosen for sync is a race against time and a test of your professional setup. If you only have a distributor, you are missing the legal “pipes” to finish the deal and collect the long-term revenue. Don’t let a career-defining moment turn into a missed financial opportunity.
Your Next Step: Did a supervisor just ask for your “One-Stop” info? Join Audiobulb for $19.99/year to access our Sync Pitching Service and ensure your publishing is professionally administered and ready for the big screen.