Track stock photo submissions across multiple agencies

1. Use one row per photograph and destination

Download the coverage CSV and save a working copy. It contains twenty blank rows for a stable filename, destination agency, account/rights checks, submission date, review status, agency asset ID and public listing. Repeat the filename on a separate row for each destination you want to track.

Keep the agency’s asset ID and verified listing link when available. A filename can change between exports, and similar-looking photographs can be different files. Treat an uncertain match as a question to resolve rather than silently merging the records.

The spreadsheet is a manual record. It does not sign in to agencies, retrieve royalties, compare images automatically or submit files. Put only the references you need in your working copy; keep account passwords and identity documents out of it.

2. Separate upload, review, listing and sales

Record the actual status reported by the agency and the date you checked it. An upload may still need metadata or submission. An approval may precede a public listing. A listed file may never sell. Keeping these events separate helps you decide what work is still required.

For a rejection, keep the reason and your next action. Follow current agency instructions before resubmitting a corrected file. Preserve the record of what happened rather than replacing the original outcome with a hoped-for result.

3. Can you sell the same photo on multiple stock sites?

Check the relevant agreements and the individual file’s status before expanding distribution. A non-exclusive route may permit supply elsewhere, but an exclusive agreement, file declaration, client contract or existing licensing arrangement can change what you may do.

Alamy describes non-exclusive supply as well as exclusive-image statuses. Its guidance says that alternative crops, monochrome versions or slight adjustments do not automatically make the same image exclusive when similar versions are available elsewhere. Check the actual terms rather than assuming that renaming or re-editing removes an obligation.

Use the exclusivity_review and licensing_status columns to record your check and any unresolved question. An empty cell in an agency column is a coverage gap to investigate; it is not approval to upload the file there.

4. Choose a useful gap and prepare another pilot

Group the rows by filename and destination. Review missing public links, unfinished submissions and work that needs corrections before opening another account. A clear record of one agency’s workflow can reveal whether metadata preparation or status checking is using most of your time.

If another destination is suitable and your rights permit it, prepare a small pilot using that agency’s current requirements. The archive guide includes agency-selection help and disclosed contributor referral links for eligible newcomers. If you already have a destination account, keep using it; a duplicate account is not a way to qualify as a new referral.

Record the new outcome and preparation time. StockAlpha’s planned integrated workflow is intended to reduce repetitive work across these stages; it is still in development. The tracker remains useful independently of the waitlist or any paid product.