Producer Placement Operations

Keyman Publishing, LLC · Licensed to Vox Nova, LLC

A delegated playbook for taking a producer placement from the first email to contracted, paid, and SoundExchange LOD active, with proof at every step.

The one rule that makes it work

Status moves on evidence, not on emails. LOD sent ≠ LOD signed ≠ certificate verified ≠ active at SoundExchange. Contract sent ≠ producer signed ≠ fully executed. Invoice sent ≠ "OK to pay" ≠ paid.

The Vox Nova sequencing rule

The artist's signed SoundExchange LOD, with its certificate of completion, must be received before the producer signs the producer agreement. (Status P5 LOD GATE — HOLD.)

Start here

1. New email or file about a placement → workflows/placement-intake.md
2. Work the placement with → checklists/operator-checklist.md
3. Words for every email → templates/
4. Stuck, a conflict, or a deadline → workflows/escalation.md

Settings (filled in by Vox Nova management)

Contents

producer-placement-ops/
  README.md                         ← you are here
  SOP.md                            roles, flow, timers, document control, legal boundary
  intake/
    placement-intake-template.md    the master placement record (copy per song)
    required-fields.md              minimum data by stage
  workflows/
    placement-intake.md             P0 → P2  intake, term snapshots, confirmations
    contracting.md                  P2 → P8  contracting info, reconciliation, LOD gate, execution
    soundexchange-lod.md            LOD request → certificate verification → active
    payment.md                      vendor setup → route → invoice → paid-confirmed
    pre-release-gate.md             RELEASE READY vs BLOCKED
    escalation.md                   16 triggers (E-01 … E-16) + how to escalate
  templates/                        email wording + send / reply / no-reply rules
  checklists/                       operator, payment, LOD, release-readiness
  data/
    status-definitions.md           every status + the evidence needed to enter it
    placement-schema.md             field definitions
    placement-tracker.csv           one row per placement (header only)
    historical-basis.md             the 4 audited placements behind each rule

Boundaries

• Operations controls only. Not legal, tax or accounting advice. Terms, clearance judgments and disputes go to the producer's attorney through the Escalation Owner.
• The operator never signs, agrees to terms, releases signature pages, handles bank details, receives funds, or tells a label whether it can release.
• Placement records, contacts and the tracker are internal and are never published.

Source

Built 2026-09-30 from four producer placement email audits (Cases 1–4). See data/historical-basis.md. Follow-up timers are Vox Nova policy; the historical record showed silences, not a working cadence.

SOP — Producer Placement → LOD → Contract → Payment → Release

Licensor: Keyman Publishing, LLC · Licensee: Vox Nova, LLC Applies to: every song where a Vox Nova producer client is credited as a producer Version: 1.0 — 2026-09-30

1. Purpose

Take a placement from the first email to a closed file, and be able to prove every step with a document. The operator's job is not to believe that something happened. It is to collect the proof that moves the placement to its next status.

2. Operational controls, not legal advice

This SOP is an operations checklist. It does not interpret contracts, decide what terms are fair, or give legal, tax or accounting advice. Whenever this SOP says "compare" or "reconcile," the operator checks that the words and numbers are the same. Deciding whether a difference is acceptable belongs to the producer and their attorney, through the Escalation Owner.

The operator never: - signs anything, for anyone - agrees to, proposes or changes any deal term - releases a producer's signature pages - gives payment or bank details, or changes a payment route - tells a label the song can or can't be released - receives or forwards producer advances

3. Roles

4. The flow at a glance

WHAT CAME IN? ───────────── P0 NEW  (audio only / no terms → P0-U UNPAPERED)
     │  workflows/placement-intake.md
WHAT DATA DO I EXTRACT? ─── P1 TERMS REVIEW   (Term Snapshot, quotes, UNKNOWNs)
     │
WHAT IS MISSING? ────────── P2 TERMS CONFIRMED (every producer confirms + samples + collaborators)
     │                         └─ Payment Track: start vendor setup now
     │  workflows/contracting.md
WHO DO I CONTACT? ───────── P3 CONTRACTING     (contracting info out; LOD requested NOW)
     │
WHAT DOCUMENT DO I NEED? ── P4 EXECUTION VERSION RECEIVED (reconcile to confirmed terms)
     │  workflows/soundexchange-lod.md
     ├──────────────────── P5 LOD GATE — HOLD  (producer does NOT sign)
     │
WHAT PROVES COMPLETION? ─── P6 LOD RECEIVED    (artist-signed LOD + certificate verified)
     │
                            P7 PRODUCER SIGNED
                            P8 FULLY EXECUTED  (every signature line)
     │  workflows/payment.md              workflows/soundexchange-lod.md §6
HAS THE PRODUCER BEEN PAID? → Payment Track → PAID-CONFIRMED
HAS THE LOD BEEN EXECUTED?  → SX Track → SUBMITTED → ACTIVE-CONFIRMED
     │  workflows/pre-release-gate.md
IS THE SONG RELEASE-READY? ─ P9 RELEASE READY  (or BLOCKED — DO NOT MARK RELEASE READY)
     │
                            P10 COMPLETE       (paid + SX active + evidence audit + registration hand-off)

IF NOT, WHO DO I ESCALATE TO? → workflows/escalation.md

The LOD rule: the artist's signature on the SoundExchange Letter of Direction, with its certificate of completion, must be in Vox Nova's hands before the producer signs the producer agreement. This is the producer's only leverage to get the LOD. After the producer signs, the artist side has no reason to hurry (historical case C3: three requests, no certificate).

5. Timers (business days = BD)

6. Document control

6.1 Folder per placement

Placements/
  KM-2026-0001 — <Artist> — <Song>/
    00_Record/                 placement-record.md, comms-log.md, escalations.md
    01_Deal_Terms/             TS-1_..., TS-2_..., producer confirmations
    02_Clearance/              sample answers/forms, collaborator confirmations, session/legal-info forms, stems delivery proof
    03_Agreement/
        drafts/                every draft/redline, dated
        execution-version/     the reconciled execution PDF + reconciliation sheet
        producer-signed/       producer-signed PDF + e-sign certificate
        fully-executed/        final PDF, all signatures
    04_SoundExchange_LOD/      LOD request, artist-signed LOD, Certificate of Completion, verification sheet, SX submission, SX active proof
    05_Vendor_Setup/           W-9, label vendor/registration forms, rejections, approval
    06_Payment/                invoice(s), PO, promised-date emails, remittance/bank proof — one sub-folder per obligation
    07_Release/                release-date proof, pre-release gate sheet
    99_Correspondence/         saved emails (PDF), named by date + subject

6.2 File naming

YYYY-MM-DD_<doc-type>_<party>_<status>.pdf e.g. 2026-10-14_LOD_ArtistName_SIGNED.pdf, 2026-10-14_LOD-Certificate_ArtistName.pdf, 2026-10-20_Agreement_FULLY-EXECUTED.pdf.

6.3 Handling rules

• Save every email that changes status as a PDF in 99_Correspondence/.
• Open every attachment that the record depends on. Take facts from the document, not from the email describing it.
• Never overwrite: new versions get a new date prefix.
• Bank account numbers, IDs and tax IDs are never typed into the record or tracker. Store only the file the label received, in 05_Vendor_Setup/.
• Contact lists, placement records and the tracker are internal. They are never posted, published or shared outside Vox Nova, the producer, and the producer's attorney.

6.4 Six-month test (done at P10)

Another operator, opening only the folder, can prove:

7. After COMPLETE — publishing hand-off

At P10, send the internal registration hand-off (song, all writers and producers, confirmed publishing shares from the executed agreement, ISRC if known, release date) to Vox Nova's registration workflow. Registration is a separate process. This SOP only guarantees that the split data sent comes from the executed agreement.

8. Where everything lives

Status Definitions & Transition Rules

Every placement has exactly one Placement Status at a time, plus two parallel Track Statuses (Payment, SoundExchange) that open after the agreement is fully executed.

A status moves forward only when the evidence in the "Required to enter" column is saved in the placement folder (see ../SOP.md §6 Document Control). An email that describes an event is not evidence of the event.

1. Placement Status (main line)

Side statuses (can be set from any P-status)

Rules that never bend

1. No producer signature before P6 when LOD Required = YES. If anyone asks the producer to sign first, escalate (trigger E-10).
2. No skipping. P5 → P7 is not allowed. P3 → P7 is not allowed.
3. Terms change = back to P1. If any term changes after P2, create a new Term Snapshot, set a Contradiction Flag, and go back to TERMS REVIEW.
4. Status only moves on evidence. If the evidence isn't in the folder, the status doesn't move, whatever the email says.

2. Payment Track (opens at P2, completes after P8)

Vendor setup can start as soon as terms are confirmed, so paperwork isn't what holds up payment later.

Each obligation gets its own row: producer advance, legal fee invoice, any other invoice. Never merge them.

3. SoundExchange Track

4. Evidence ≠ Claims — quick reference

Workflow 1 — Placement Intake & Terms (P0 → P2)

Trigger

Any of these arrives for a Vox Nova producer client: - a label/business-affairs email with a song title + terms, or a request for producer details - an attorney email about a producer agreement - a "which producers / any samples / contracting info" email - an audio file, stems request or title mention with no terms

Step 1 — Create the record (same business day) → P0 NEW

If there are no commercial terms in writing (audio only, title match, "we're using the beat"): set P0-U UNPAPERED, fill in "What should be verified next," and send templates/missing-information-followup.md Version A to the person who sent the file or their label contact. Check that the song isn't a different song with the same title (historical case C4). Leave the record at P0-U until written terms arrive.

Step 2 — Extract terms → P1 TERMS REVIEW (within 1 BD)

Minimum terms to get to P2 (all STATED, none UNCLEAR): advance total, all-in yes/no, advance allocation, master points/royalty + allocation, producer client's publishing share (each vs total), credit line, all producers named.

Step 3 — Confirm terms, samples and collaborators → P2 TERMS CONFIRMED

What counts as a confirmation: an email reply that says "confirmed" (or equivalent) and refers to the snapshot sent. A thumbs-up emoji, a phone call, or "looks good" on a different email does not count. Ask again, quoting the snapshot.

No reply: follow SOP §5. At escalation, set BLOCKED ("co-producer split unconfirmed"). Historical case C3 lost 63 days here.

Exit

P2 reached → workflows/contracting.md.

Workflow 2 — Contracting (P2 → P8)

The producer's LOD gate sits inside this workflow (P5 → P6). Details of the LOD itself: soundexchange-lod.md.

Step 1 — Contracting information → P3 CONTRACTING

The operator doesn't negotiate. Redlines go between the attorneys. The operator tracks who holds the draft ("ball in court") and runs the clock on that person.

Step 2 — Execution version → P4 EXECUTION VERSION RECEIVED

Terms Reconciliation sheet

Only the Escalation Owner can accept a DIFFERENT line, in writing.

Step 3 — LOD GATE → P5 HOLD → P6 LOD RECEIVED

If LOD Required = NO (set by the Escalation Owner only, with a reason), P5/P6 are skipped and P4 → P7 is allowed.

Step 4 — Producer signature → P7 PRODUCER SIGNED

Step 5 — Full execution → P8 FULLY EXECUTED

"OK to pay," "we'll circle back with the fully executed copy," and a copy signed by both producers but not the label or artist are not P8.

Workflow 3 — SoundExchange Letter of Direction (LOD)

What this is (operations view)

A SoundExchange LOD is signed by the featured artist. It directs SoundExchange to pay a share of the artist's digital-performance royalties to the producer's named payee. Only the artist can sign it, so the producer depends on the artist side to get it done. That's why Vox Nova requires it before the producer signs the producer agreement.

Whether an LOD is due, and what percentage, is set by the producer agreement. The operator doesn't decide either one.

Timing rule

P3 CONTRACTING ── request the LOD (Step 1)
P4 EXECUTION VERSION ── LOD wording in the agreement reconciled
P5 LOD GATE — HOLD ── producer does NOT sign
P6 LOD RECEIVED ── artist-signed LOD + certificate verified
P7 PRODUCER SIGNS

Step 1 — Request (at P3) → LOD REQUESTED

Step 2 — Sent for signature → LOD SENT FOR SIGNATURE

Evidence: e-sign envelope notification, or the other side's email saying it was sent, with the date. Save it. This is not a signature.

Step 3 — Signed → LOD SIGNED BY ARTIST

Evidence: the LOD PDF with the artist's signature, saved as YYYY-MM-DD_LOD_<Artist>_SIGNED.pdf. If only "he signed it" arrives, reply with lod-request.md Version B (request the PDF + certificate).

Step 4 — Certificate verification → CERTIFICATE VERIFIED (= P6)

Save the Certificate of Completion as YYYY-MM-DD_LOD-Certificate_<Artist>.pdf, then fill in this sheet and save it as LOD-Verification.md:

Any FAIL → send lod-request.md Version C (correction request) and stay in P5. Checks 6, 7 or 9 FAIL → also escalate E-11.

All PASS → P6 LOD RECEIVED. Tell the producer's attorney that the signature hold is lifted.

Step 5 — Submission to SoundExchange → SUBMITTED TO SOUNDEXCHANGE

After P8, confirm in writing who submits the LOD to SoundExchange (the artist side, the artist's attorney, or the producer side). Evidence: the submission email to SoundExchange, a SoundExchange case/ticket email, or a dated portal screenshot. No proof within 10 BD of P6 → FU1 to whoever agreed to submit.

Step 6 — Active confirmation → ACTIVE-CONFIRMED

Evidence: a SoundExchange email or dated portal screenshot showing the LOD active for the payee entity. Check every 10 BD until confirmed. After 3 checks with no confirmation → escalate E-11.

A signed LOD + certificate is not proof that SoundExchange has it on file. In a separate engagement, signed LODs existed that SoundExchange did not have.

Blockers & escalation

Workflow 4 — Payment (Payment Track)

Principles

• Vox Nova tracks payment. It doesn't receive, hold or redirect a producer's advance unless a signed agreement says so.
• One obligation = one row: producer advance, legal-fee invoice, any other invoice.
• The amount due comes from the executed agreement, not from an email.
• Payment is confirmed only by a remittance or bank record showing amount + payer + date, matched to the invoice.

Step 1 — Start vendor setup (at P2) → VENDOR SETUP IN PROGRESS

Historical cases show vendor paperwork holding up payment after the contract was done (C2 outdated tax form; C3 form rejected for its signature type and form version). Start it early.

Rejection → save the rejection, note the reason in the record, fix only what the label named, and resubmit on the form version the label sent with the rejection.

Step 2 — Confirm the payment route → ROUTE CONFIRMED

Any second route (for example a third-party payment-direction letter, or a request for a new vendor form with different bank details) → E-09 before anything is invoiced. Historical C3: two routes ran at once, which risked a double payment or a hold.

Step 3 — Invoice (at or after P8) → INVOICED

Invoicing before P8 only with the Escalation Owner's written approval.

Step 4 — Chase to confirmed payment → PAYMENT PROMISED → PAID-CONFIRMED

Co-producer paid, producer client not: if the label confirms payment to another producer on the same song while ours is open (historical C2), send Version C the same day and start the clock at FU1.

Payment checklist

See ../checklists/payment-checklist.md.

Workflow 5 — Pre-Release Gate (→ P9 RELEASE READY)

What the gate does and doesn't do

The gate decides whether Vox Nova marks the placement RELEASE READY in its own records. It does not stop a label from releasing a song, and the operator never tells a label whether it can release. In every papered historical case (C1, C2, C3) the song came out before the paperwork was finished, so the gate's practical job is to escalate early and to record honestly what was outstanding when the song came out.

When to run it

• Every time the release date is learned or changes
• Weekly for any placement with a release date
• Daily once the release is ≤10 BD away
• On release day

The gate

Use ../checklists/release-readiness-checklist.md. Each line is PASS, FAIL or N/A (N/A only with the reason and the Escalation Owner's initials).

Result

• All PASS (or approved N/A) → set P9 RELEASE READY.
• Any FAIL → the record shows:

BLOCKED — DO NOT MARK RELEASE READY
Failing items: #__, #__
Release date: YYYY-MM-DD (__ BD away)
Owner of each item: …

and: - release >10 BD away → run the normal follow-up clocks - release ≤10 BD away → escalate E-12 the same day, and send templates/pre-release-clearance.md to the label/artist attorney only if the Escalation Owner approves - release has happened → set RELEASED WITH OUTSTANDING ITEMS, list the open items, and keep working the clocks toward P10

Note: item 10 (submission) can PASS without SoundExchange confirming the LOD is active. Active confirmation is required for P10 COMPLETE, not P9.

Workflow 6 — Escalation

How to escalate

1. Set the side status ESCALATED and log it in 00_Record/escalations.md:

E-ID: E-__   Raised: YYYY-MM-DD   Placement: KM-____ — Artist — Song
Trigger: (one sentence)
Evidence: (file names)
Options I can see: (optional — facts only, no recommendation on terms)
Deadline pressure: release date / promised date
Decision needed by: YYYY-MM-DD

2. Send it to the Escalation Owner (README → Settings) the same business day, with the evidence files attached or linked.
3. Don't take any outside action on the escalated point until the decision is written in the record. Other steps on the placement keep running.
4. No decision in 2 BD → resend, marked "second request." No decision in 2 BD more → raise it at the next weekly review, first item.

Triggers

Priority

Legal line

When the decision needs a legal, tax or accounting judgment, the Escalation Owner routes it to the producer's attorney or accountant. The operator writes down the decision and who made it, never the reasoning behind a legal position.

Required Fields — Minimum Data by Stage

Missing a field on the list for a stage → the placement can't enter that stage. Use templates/missing-information-followup.md to ask for it.

A. To create a record (P0)

• ☐ Artist
• ☐ Song (and any alternate title)
• ☐ Producer client (Vox Nova)
• ☐ Source: email subject + date, or file name + date
• ☐ Who sent it (name, role, company, email)

B. To confirm terms (P2)

• ☐ Every producer on the song, with their rep
• ☐ Advance total + currency
• ☐ All-in: yes / no
• ☐ Advance allocation (each producer's amount)
• ☐ Master points / royalty total + allocation
• ☐ Producer client's publishing share — each or total stated
• ☐ Credit line (exact wording)
• ☐ Samples: producer's written answer
• ☐ Interpolations: producer's written answer
• ☐ Other collaborators / writers: producer's written answer
• ☐ Written confirmation from each producer (or their rep)
• ☐ Label / distributor
• ☐ Label business-affairs contact

C. Contracting information package (P3) — collected from the producer side

• ☐ Producer legal name + p/k/a
• ☐ Contracting entity legal name (as registered) + entity type + state
• ☐ Authorized signer name + title
• ☐ Notice address + notice email
• ☐ Producer attorney: firm, name, email
• ☐ PRO + writer IPI (store as text, keep leading zeros)
• ☐ Publishing designee / publisher name + publisher IPI (if any)
• ☐ Payee entity for the advance (if different from the contracting entity, say why)
• ☐ SoundExchange payee entity (the name the LOD will use)
• ☐ Credit line as the producer wants it
• ☐ Any session/legal-info/sample form the label sent, filled in

Never collected into the record: bank account/routing numbers, tax IDs, ID documents. Those go straight onto the label's own forms.

D. To reach the LOD gate (P5/P6)

• ☐ Artist attorney contact
• ☐ Featured artist legal name (the LOD signer)
• ☐ LOD payee entity + % (from the execution version)
• ☐ Who will submit the LOD to SoundExchange

E. For payment

• ☐ Label payments / A&R admin contact
• ☐ Vendor forms the label requires (current versions)
• ☐ Payee entity name exactly as on the tax form
• ☐ PO # (if the label uses POs)
• ☐ Invoice amount = executed agreement amount

F. For release

• ☐ Release date (actual or announced) + source
• ☐ ISRC (if available)

Placement Record — KM-_-_

Copy this file to Placements/KM-YYYY-NNNN — Artist — Song/00_Record/placement-record.md. UNKNOWN = no document states it. N/A — reason (source) only with a reason. Every term needs a Source: file name + date.

Status: P__ __ Side status: __ Next action: ____ Owner: __ Due: _-_- Last updated: _-_- by ___

A. Placement

B. Deal — Term Snapshots

Contradiction Flag: OPEN / CLEARED — note: ______ Confirmations: producer client ☐ (file) · co-producer 1 ☐ · co-producer 2 ☐ · …

C. Clearance

D. Contracting

E. Payment

F. SoundExchange

G. Release

H. Follow-up log

I. Escalations

J. Correspondence

K. What should be verified next (UNPAPERED records only)

-

Template — Producer Terms Confirmation (P1 → P2)

Who sends: Operator To: Producer client (Version A) / each co-producer's rep (Version B) Cc: Producer attorney Attachments: none (terms quoted in the body) Counts as complete: a reply saying the terms are confirmed, referring to TS-__; sample + collaborator answers in writing No reply: FU1 at 3 BD → FU2 at +3 BD → escalate E-13 at +2 BD Escalate immediately if: the reply changes any number (E-01), names a new person (E-05), or mentions a sample (E-06)

Fill {{fields}} only from the Term Snapshot. If a term is UNKNOWN, keep the line and write "Not yet stated — please confirm."

Version A — to the producer client

Subject: {{Artist}} – "{{Song}}" – please confirm terms (TS-{{n}})

Hi {{Producer first name}},

Below are the terms for "{{Song}}" by {{Artist}}, as sent by {{Sender / company}} on {{date}}. Please confirm that each line is correct, or tell us what's different.

• Advance: {{amount}} {{all-in / not all-in}}, split {{allocation}}
• Master points / royalty: {{total}}, split {{allocation}}
• Publishing: {{your share}} ({{each / total for all producers}})
• Credit: "{{credit line}}"
• Producers on the record: {{list}}

Two more questions the label will need answered in writing: 1. Were any samples or interpolations used? If yes, list the source for each. 2. Did anyone else work on the production or writing (other producers, writers, musicians)?

Please hold off on signing anything until we confirm the paperwork is complete.

Thanks, {{Operator name}} Vox Nova Publishing, LLC

Version B — to a co-producer's rep

Subject: {{Artist}} – "{{Song}}" – split confirmation (TS-{{n}})

Hi {{Name}},

We represent {{Producer client}} on "{{Song}}" by {{Artist}}. To keep the paperwork moving with {{label / attorney}}, can you confirm the split as we have it?

• Advance: {{amount}} {{all-in}}, split {{allocation}}
• Points: {{total}}, split {{allocation}}
• Publishing: {{as stated}}
• Credit: "{{credit line}}"

A quick "confirmed" is all we need. If anything is different, please tell us what you have.

Thanks, {{Operator name}} Vox Nova Publishing, LLC

Template — Contracting Information (P2 → P3)

Version A — request TO the producer side (inbound collection)

Who sends: Operator → producer client, cc producer attorney Attachments: none Counts as complete: every item in intake/required-fields.md §C answered No reply: FU1 3 BD → FU2 +3 BD → E-13 +2 BD

Subject: {{Artist}} – "{{Song}}" – contracting info needed

Hi {{Producer first name}},

The terms are confirmed. To have the agreement drafted, the label needs:

1. Your legal name and producer name
2. The company that signs (exact registered name, entity type, state) and who signs for it
3. Notice address and email
4. Your attorney's name, firm and email
5. Your PRO and IPI number
6. Your publishing company / designee and its IPI (if any)
7. The company that should receive the advance (if it's different from #2, let us know why)
8. The company name to use as SoundExchange payee on the artist's Letter of Direction

Please don't email bank or tax ID numbers. Those go directly on the label's vendor forms when they send them.

Thanks, {{Operator name}} Vox Nova Publishing, LLC

Version B — package TO the label (outbound), with the LOD request

Who sends: Operator → label business affairs (and artist attorney if drafting), cc producer attorney Attachments: none required; attach the label's own session/legal-info form if they sent one Counts as complete: written acknowledgment, or a first draft received No reply: FU1 3 BD → FU2 +3 BD → E-13 +2 BD

Subject: {{Artist}} – "{{Song}}" – producer contracting info ({{Producer p/k/a}})

Hi {{Name}},

Here is the contracting information for {{Producer p/k/a}} on "{{Song}}":

• Producer: {{legal name}} p/k/a {{p/k/a}}
• Contracting entity: {{entity}}, {{type}}, {{state}} — signer: {{name, title}}
• Notice: {{address}} / {{email}}
• Counsel: {{attorney, firm, email}}
• PRO / IPI: {{PRO}} / {{IPI}}
• Publishing designee: {{publisher}} ({{IPI}})
• Advance payee: {{entity}}
• SoundExchange LOD payee: {{entity}}
• Credit: "{{credit line}}"

SoundExchange Letter of Direction: please send the artist's LOD to {{SoundExchange payee}} for signature along with the draft. The producer will sign the agreement once the artist-signed LOD and its e-signature certificate of completion have been received.

Please also send the vendor forms needed to set up {{payee entity}} so we can have them completed early.

Thanks, {{Operator name}} Vox Nova Publishing, LLC

Template — SoundExchange LOD

Who sends: Operator To: Artist attorney (or label business affairs if unknown) Cc: Producer attorney Attachments: payee details sheet (entity legal name, contact email, SoundExchange account holder name if known) — no bank details Counts as complete: artist-signed LOD PDF + Certificate of Completion that pass workflows/soundexchange-lod.md §4 No reply: FU1 3 BD → FU2 +3 BD → E-11 +2 BD Escalate immediately if: asked to have the producer sign first (E-10); payee or % differs from the agreement (E-11)

Version A — initial request (sent at P3, or with contracting info)

Subject: {{Artist}} – "{{Song}}" – SoundExchange LOD for {{Producer p/k/a}}

Hi {{Name}},

Per the producer agreement for "{{Song}}", please prepare the artist's SoundExchange Letter of Direction in favor of {{SoundExchange payee entity}} at {{% per agreement}} and route it to {{Artist legal name}} for e-signature.

Once it's completed, please send us: 1. the signed LOD (PDF), and 2. the e-signature Certificate of Completion for that envelope.

{{Producer p/k/a}} will sign the producer agreement once both are received. Please also let us know who will submit the LOD to SoundExchange.

Thanks, {{Operator name}} Vox Nova Publishing, LLC

Version B — "it's signed" but documents missing

Subject: RE: {{Artist}} – "{{Song}}" – SoundExchange LOD

Hi {{Name}},

Thanks for confirming. Could you send the signed LOD PDF and the Certificate of Completion from {{platform}}? We need both on file before {{Producer p/k/a}} signs.

Thanks, {{Operator name}}

Version C — correction needed

Subject: RE: {{Artist}} – "{{Song}}" – SoundExchange LOD correction

Hi {{Name}},

We reviewed the signed LOD. One item needs correcting before it can be submitted:

• {{exact item, e.g. "Payee is listed as X; the agreement names Y" / "Name spelled 'X' should be 'Y'"}}

Could you send a corrected LOD for signature? {{Producer p/k/a}}'s signature remains on hold until the corrected LOD and its certificate are received.

Thanks, {{Operator name}}

Version D — submission / active status (after P8)

Subject: {{Artist}} – "{{Song}}" – LOD submission to SoundExchange

Hi {{Name}},

Checking in on the LOD for "{{Song}}": has it been submitted to SoundExchange? If you have the submission confirmation or SoundExchange's case number, please forward it.

Thanks, {{Operator name}}

Template — Payment

Who sends: Operator (Versions A, C); the producer entity or producer attorney sends the invoice itself (Version B), prepared by the operator To: Label A&R administration / payments contact Cc: Producer attorney Counts as complete: A = vendor forms received; B = invoice acknowledged; C = remittance (amount + payer + date) No reply: FU1 3 BD → FU2 +3 BD → E-13 +2 BD Escalate immediately if: a second payment route appears (E-09); the amount differs from the executed agreement (E-08)

Version A — vendor setup (at P2)

Subject: {{Artist}} – "{{Song}}" – vendor setup for {{payee entity}}

Hi {{Name}},

{{Producer p/k/a}} is producing "{{Song}}" for {{Artist}}. To avoid delays at payment, can you send the current vendor/payee forms you need for {{payee entity}}? We'll get them completed and returned.

Thanks, {{Operator name}} Vox Nova Publishing, LLC

Version B — invoice cover (at/after P8)

Subject: Invoice {{#}} – {{Artist}} – "{{Song}}" – {{payee entity}}

Hi {{Name}},

Attached is invoice {{#}} for {{amount}}, the {{obligation, e.g. producer advance}} for "{{Song}}" under the fully executed agreement dated {{date}}{{, PO {{#}}}}. Payment goes to {{payee entity}}, per the vendor record set up on {{date}}.

Please confirm receipt and the expected payment date.

Thanks, {{Name / entity}}

Version C — payment status

Subject: RE: Invoice {{#}} – {{Artist}} – "{{Song}}"

Hi {{Name}},

Following up on invoice {{#}} ({{amount}}), submitted {{date}}{{ — you'd mentioned payment by {{promised date}}}}. Can you confirm whether it has been paid, and send the remittance advice with the payment date and amount?

Thanks, {{Operator name}} Vox Nova Publishing, LLC

Template — Missing Information & Follow-Ups

Follow-up clock (all requests): - FU1 — 3 BD after the original with no reply → reply on the same thread - FU2 — 3 BD after FU1 → same thread, add the producer attorney if not copied - Escalate — 2 BD after FU2 → E-13. The operator never sends an FU3.

Log every follow-up in the record (§H) with the date and FU level.

Version A — unpapered placement (P0-U)

Subject: {{Artist}} – "{{Song}}" – paperwork

Hi {{Name}},

Thanks for sending "{{Song}}". Before anything moves forward on {{Producer p/k/a}}'s production, can you tell us:

1. Is the record being released, and through which label or distributor?
2. Who is handling the producer paperwork on your side?
3. Proposed terms (advance, points, publishing, credit)?

Thanks, {{Operator name}} Vox Nova Publishing, LLC

Version B — FU1 / FU2 (any request)

Subject: RE: {{original subject}}

Hi {{Name}},

Following up on the note below. We still need:

• {{item 1}}
• {{item 2}}

{{FU2 only: "Copying {{attorney}} for visibility."}}

Thanks, {{Operator name}}

Version C — fully executed copy

Subject: RE: {{Artist}} – "{{Song}}" – fully executed agreement

Hi {{Name}},

{{Producer p/k/a}}'s signed pages went over on {{date}}. Can you send the fully executed agreement, with all signatures, when it's countersigned?

Thanks, {{Operator name}}

Version D — receipt of signature pages (2 BD after P7)

Subject: RE: {{Artist}} – "{{Song}}" – signature pages

Hi {{Name}},

Just confirming you received {{Producer p/k/a}}'s signed pages sent {{date}}.

Thanks, {{Operator name}}

Template — Pre-Release Clearance

Version A — internal gate result (always; to the Escalation Owner)

Subject: [GATE] KM-{{id}} – {{Artist}} – "{{Song}}" – {{PASS / BLOCKED}} – release {{date}} ({{n}} BD)

Gate result: RELEASE READY
        — or —
BLOCKED — DO NOT MARK RELEASE READY

Failing items:
  #{{n}} {{item}} — owner: {{party}} — last action {{date}} ({{FU level}})
  #{{n}} …

Release date: {{date}} ({{n}} BD)
Escalation: E-12 raised {{date}}
Evidence folder: {{path}}

Version B — open items notice to the label/artist attorney

Send ONLY with the Escalation Owner's written approval. To: Label business affairs + artist attorney, cc producer attorney Counts as complete: each listed item delivered with evidence No reply: standard clock → back to the Escalation Owner

Subject: {{Artist}} – "{{Song}}" – open producer items before {{release date}}

Hi {{Name}},

Ahead of the {{release date}} release of "{{Song}}", these items for {{Producer p/k/a}} are still open on our side:

• {{e.g. Artist-signed SoundExchange LOD + certificate of completion}}
• {{e.g. Fully executed producer agreement}}
• {{e.g. Vendor setup confirmation for {{payee entity}}}}

Can you let us know when we can expect each one?

Thanks, {{Operator name}} Vox Nova Publishing, LLC

(State only which items are open. Don't describe consequences, rights or legal positions.)

Operator Checklist — One Placement, Start to Finish

Format: ACTION → EVIDENCE REQUIRED → STATUS → NEXT ACTION Can't check a box? Don't move on. Follow the "if not" rule. Timers: FU1 = 3 BD, FU2 = +3 BD, escalate = +2 BD (SOP §5).

Stage 1 — Intake (P0 → P1)

• ☐ Search the tracker for the artist/song/alternate titles → no duplicate → — → create the record
• ☐ Create the folder + record from the template → folder + placement-record.md → P0 → save the source email
• ☐ Save the source email as PDF → 99_Correspondence/…pdf → P0 → decide whether there are terms
• ☐ No written terms? → Version A sent (missing-information-followup) → P0-U → wait for terms; weekly review
• ☐ Write Term Snapshot TS-1 with quotes → 01_Deal_Terms/TS-1… → P1 → check for contradictions
• ☐ Compare with other emails/threads → Flag OPEN/CLEARED written down → P1 → if OPEN: E-01
• ☐ Every producer listed → list in the record → P1 → unknown name: E-05

Stage 2 — Terms confirmation (P1 → P2)

• ☐ Send producer-terms-confirmation A to the client → sent email saved → P1 → clock
• ☐ Send B to each co-producer rep → sent emails saved → P1 → clock
• ☐ Producer's written sample answer → reply in 02_Clearance/ → P1 → sample found: E-06
• ☐ Producer's written collaborator answer → reply saved → P1 → new person: E-05
• ☐ Label sample / session / legal-info form returned (if sent) → returned form saved → P1 → —
• ☐ All confirmations in, Flag CLEARED → files listed in the record → P2 → Stage 3 + Payment A

Stage 3 — Contracting (P2 → P4)

• ☐ Contracting info collected (contracting-info A) → required-fields §C all filled → P2 → send package
• ☐ Package + LOD request to the label (contracting-info B) → sent email saved → P3 → clock
• ☐ Vendor forms requested (payment-request A) → sent email saved → Payment: VENDOR SETUP IN PROGRESS → clock
• ☐ Log each draft/redline → 03_Agreement/drafts/ → P3 → note who has the draft; clock on them
• ☐ Execution version received → PDF in execution-version/ → P3 → reconcile
• ☐ Terms Reconciliation all MATCH → sheet saved → P3 → any DIFFERENT: E-07
• ☐ All exhibits present (none "to be provided separately") → exhibit list → P3 → missing: E-07
• ☐ Names/entities spelled correctly → name check PASS → P4 → Stage 4

Stage 4 — LOD gate (P4 → P6) — producer does NOT sign here

• ☐ Hold email to the producer + attorney → saved → P5 → chase the LOD
• ☐ LOD requested (lod-request A), if not already done at P3 → saved → SX: LOD REQUESTED → clock
• ☐ Envelope sent to the artist → notice saved → SX: SENT FOR SIGNATURE → clock
• ☐ Artist-signed LOD PDF → 04_SoundExchange_LOD/…SIGNED.pdf → SX: SIGNED BY ARTIST → get the certificate
• ☐ Certificate of Completion → …LOD-Certificate….pdf → — → verify
• ☐ Verification sheet (10 checks) all PASS → LOD-Verification.md → P6 → tell the attorney the hold is lifted
• ☐ Anyone asks the producer to sign first → email saved → P5 + ESCALATED → E-10

Stage 5 — Execution (P6 → P8)

• ☐ Producer signs (verified e-sign or wet ink) → signed PDF + certificate → P7 → confirm receipt
• ☐ Receipt confirmed within 2 BD → acknowledgment saved → P7 → if none: missing-information D
• ☐ Fully executed copy (ask at 10 BD with missing-information C) → PDF with every signature → P8 → Stages 6 + 7

Stage 6 — Payment track

• ☐ Vendor setup confirmed by the label → confirmation saved → VENDOR SETUP CONFIRMED → —
• ☐ Payment route confirmed (one payee, one route) → email saved → ROUTE CONFIRMED → second route: E-09
• ☐ Invoice prepared from the executed-agreement amount, producer approves, sent → invoice + send email → INVOICED → clock for acknowledgment
• ☐ Promised date recorded → email saved → PAYMENT PROMISED → check on that date or at 10 BD
• ☐ Remittance/bank proof (amount + payer + date) matched to the invoice → 06_Payment/… → PAID-CONFIRMED → —
• ☐ Mismatch → evidence saved → PAY-DISPUTED → E-08

Stage 7 — SoundExchange track

• ☐ Who submits to SoundExchange, confirmed in writing → email saved → — → clock
• ☐ Submission proof → saved → SUBMITTED → check active every 10 BD
• ☐ Active confirmation → SoundExchange email / dated screenshot → ACTIVE-CONFIRMED → —
• ☐ 3 checks, not active → — → E-11

Stage 8 — Release gate

• ☐ Release date known → source saved → — → countdown on the record
• ☐ Run the release-readiness checklist → gate sheet saved → P9 or BLOCKED → if BLOCKED at ≤10 BD: E-12
• ☐ Released before P9 → release proof saved → RELEASED WITH OUTSTANDING ITEMS → keep working the clocks

Stage 9 — Close

• ☐ PAID-CONFIRMED + ACTIVE-CONFIRMED (or approved N/A) → evidence → — → folder audit
• ☐ Six-month test (SOP §6.4) passes → audit noted in the record → — → hand-off
• ☐ Registration hand-off sent (splits from the executed agreement) → email saved → P10 COMPLETE → archive the tracker row

Every Monday

• ☐ Open every record not at P10: update days to release, next action, owner, due date, FU level
• ☐ Anything past its FU2 deadline → escalate (E-13)
• ☐ Any release ≤10 BD with the gate BLOCKED → E-12

Payment Checklist — one per obligation

Placement: KM-_ — _ — "__" Obligation: ☐ Producer advance ☐ Legal fee ☐ Other: ____

Does NOT count as paid: "OK to pay" · PO issued · "should land by…" · ACH notice without amount/payer · invoice sent · co-producer paid.

Any ☐ at #2, #7 or #15 that can't be checked → escalate (E-09 / E-08).

SoundExchange LOD Checklist

Placement: KM-_ — _ — "______"

Before the producer signs (P5 → P6)

After full execution

"I sent it" ≠ #5. "He signed" ≠ #6. Signed LOD ≠ #7. Certificate ≠ #19.

Release-Readiness Checklist (Pre-Release Gate)

Placement: KM-_ — _ — "__" Release date: -- Business days away: ___ Checked: ____--__ by ___

*N/A only with a reason and the Escalation Owner's initials.

RESULT:

☐ RELEASE READY — all PASS / approved N/A → set P9
☐ BLOCKED — DO NOT MARK RELEASE READY
Failing: ____ ≤10 BD to release → E-12 raised _-_- Already released → RELEASED WITH OUTSTANDING ITEMS

This is an internal operations status. It is not legal advice and not an instruction to any label about releasing the song.

Master Placement Record — Schema

One record per song × producer client. If the same song arrives in several threads, it is still one record; link each thread under Correspondence. If one email covers several songs, create one record per song and note "shared terms — see Term Snapshot in " instead of copying the numbers.

Fill-in copy: ../intake/placement-intake-template.md. Spreadsheet version: placement-tracker.csv (one row per record).

Value rules - Write UNKNOWN when no document states it. Never guess. - Write N/A only with a reason, e.g. N/A — no samples (producer email 2026-10-02). - Every term field has a Source sub-field: file name in the placement folder + date. - Dates are YYYY-MM-DD. - Percentages are written the way the document writes them, plus a normalized value, e.g. "25% of their shit split evenly" → UNRESOLVED.

A. PLACEMENT

B. DEAL (from Term Snapshots — latest confirmed version)

C. CLEARANCE

D. CONTRACTING

E. PAYMENT (one block per obligation)

F. SOUNDEXCHANGE

G. RELEASE

H. CONTROL

Historical Basis — Why the SOP Is Built This Way

This SOP was built from four email audits of past producer placements (Sep 2026). People's names and deal amounts are left out on purpose; the full audits are kept separately by the Escalation Owner.

Lessons → controls

Where the follow-up timing comes from

The historical record shows long silences (weeks to months), not a working cadence, so the timers in this SOP are Vox Nova policy, set tighter than history on purpose:

• Standard request: FU1 at 3 business days, FU2 3 business days later, escalate 2 business days after FU2 (8 business days total).
• Payment: first check 10 business days after the invoice is acknowledged (or on the date the label promised, if sooner).
• Release countdown: escalate at ≤10 business days to release with any gate item open.

The Escalation Owner can change these in ../README.md → Settings.