Licensing & law
Music License Proof: Why You Should Keep It on File
Buying a license is step one. Being able to prove it when it matters is step two, and that is the step people forget. Here is how to set up a simple system for your music license records.
Published · 5 min read
Why buying a license is not enough
When you license music, you get the right to use it within the agreed scope. But that right does not help much if you cannot prove it. Questions often come up months or years after publishing, when nobody remembers the purchase anymore.
So proof of license is not paperwork for its own sake. It is your safety net. It shows within seconds that you are using a track legitimately, and if you can find it right away, most questions get resolved quickly.
Also, not every question is hostile. Automated systems recognize music by its sound and have no idea who holds a license. Clients and agencies need to protect themselves too. Clean proof answers those questions calmly before they turn into a dispute.
When you need proof of license
Most creators rarely need their proof. But when they do, every hour counts. Typical situations include:
- Platform claim: an automated matching system such as YouTube's Content ID flags your video. With proof, you can dispute it, as we explain in YouTube copyright claims
- Client request: a client or their legal team wants to know whether the music in the delivered video is properly licensed
- Agency or broadcaster sign-off: many agencies and broadcasters require a list of all music used, including licenses, before approval
- Infringement notice: if you are accused of copyright infringement, complete proof can be decisive in clearing it up
What good proof of license includes
A receipt alone is often not enough, because it rarely shows which track was licensed for which purpose. Useful proof includes at least the following:
- Licensor: who granted the rights, with name and address
- Licensee: who the license belongs to, meaning you or your company
- Track: title and, if available, artist or catalog number
- Date: when the license was acquired
- Scope: which uses are allowed, such as social media, advertising or client projects, and for how long
- Unique ID: a license or order number that lets the provider verify the transaction beyond doubt
How to organize your proof per project
The best system is the one you will actually use. For most people, one simple rule is enough: for every project, write down which track was used with which license ID. It takes a minute and saves a lot of searching later.
Store that note wherever you already keep the project, such as a text file in the project folder, your project management tool or a central spreadsheet. What matters is that the link still works when you re-upload the video years later.
If you work in a team, decide who maintains the entries and where they live. A shared location keeps proof from disappearing on individual laptops when someone leaves the team.
For client work, it is worth handing the details over to the client together with the finished video. We cover what that looks like in practice in Music for client projects.
Template: one license entry per project
Copy this list for each project and fill it in. It fits into a text file, a spreadsheet or the notes field of your editing app.
- Project: name of the video or campaign
- Client: if it is a client project
- Published on: platforms and date
- Track: title of the piece of music
- Licensor: the music provider
- License ID: unique identifier of the license
- License date: date of purchase
- Scope: permitted uses according to the license terms
- Location: where the receipt or license terms are saved
Common mistakes and how to avoid them
Most problems with proof of license are not caused by missing licenses but by missing organization. These mistakes come up most often:
- Proof only in your inbox: confirmations get lost easily when you switch accounts or clean up
- License in the wrong name: if an employee buys privately, the license may not belong to the company
- Renamed files: if you rename tracks inside a project, you may not find the original title later
- No link to the project: a list of purchases does not help much if it is unclear which track is in which video
Proof of license at Tontable
At Tontable, every license gets a unique license ID in the format LIC-YY-XXXXXX. You can view it in your account at any time, even years after purchase. That ID lets you prove your license to platforms and clients.
The license is simple (non-exclusive), worldwide and perpetual, and it covers videos, social media, podcasts, client projects and paid advertising, among other uses. You will find the exact scope in the license terms and the options on the pricing page.
If you want to know what can happen when music is used with no license at all, read Using music without a license.
Please note: this article is a general overview and not legal advice. If you receive a specific infringement notice or face a legal dispute, talk to a qualified lawyer.
Frequently asked questions
Is an invoice enough as proof of license?
Often not entirely. An invoice proves the purchase but rarely shows which track was licensed for which use. Better proof includes a license ID, the track, the date and the scope of use.
How long should I keep proof of license?
At least as long as the content using the music stays published. Since videos often stay online for years, it makes sense to keep your proof permanently.
What do I do if I get a Content ID claim despite having a license?
Dispute the claim through the platform and provide your license details, ideally with a unique license ID. Many providers can also help you get an invalid claim released.
Do I need separate proof for every video?
Not necessarily a separate receipt, but a separate record. Note for each video which track was used with which license ID. That way you can find the right proof quickly, even across many projects.