If there’s one thing every UGC creator needs to master, it’s invoicing. Because without beating around the bush, no invoice, no payment.
Getting your invoicing process right isn’t just about avoiding payment delays; it’s also about setting yourself up as a professional creator that brands will want to work with again and again.
Whether you’re brand new to UGC or looking to tighten up your UGC workflow, here’s everything you need to know about invoicing brands the right way.
What is an invoice and why does it matter?
An invoice is a document that outlines the services you provided, how much you’re charging, and when/how you expect to be paid. Think of it as your official request for payment — and your best defence against brands ‘forgetting’ to pay you on time.
Here’s why having a solid invoicing process is non-negotiable:
○ It keeps payments on track. Brands work with a lot of creators, and payments can slip through the cracks. A clear invoice keeps everyone accountable.
○ It protects you legally. An invoice is proof of work completed, making it easier to follow up on late payments.
○ It keeps your finances organised. Your tax return will be way easier if you have a record of all your earnings.
Before you send the invoice…
Ok, first things first. Before you send the invoice, make sure you’ve cleared up some of the obvious money questions. If you don’t clarify these upfront, you might be in for a rude awakening.
It’s all fine and well putting a due date on your invoice but it means nothing if a brand pays 60 days after content delivery as standard
Here’s what to cover before you send that invoice:
⦿ What you’ll be paid: Let’s all get on the same page first….
⦿ When you’ll be paid: Industry standard is Net 30 (30 days after content submission), but some brands take up to 60 days. Make sure you know which.
⦿ How you’ll be paid: PayPal? Bank transfer? Make sure you’re comfortable with their method, and clarify who covers the transaction fees. PayPal charges 7.5% per transaction, which can be a big chunk off what you’re expecting to be paid.
⦿ Who to invoice: Ask for the right contact in accounts payable — don’t assume your brand contact is handling payments.
What to include in your invoice
Your invoice doesn’t need to be fancy, but it does need to be clear.
Here’s what every invoice should include:
✅ Invoice Number & Date: Keep it simple: YYYY/MM/01 format works great.
✅ Your Contact Info: Full name, business name (if you’re registered), email, and payment details.
✅ Brand’s Contact Info: Company name and billing address.
✅ Description of Work: Include campaign name or content type (TikTok UGC video for [Brand Name]”).
✅ Total Amount Due: List the full payment amount, and make it bold.
✅ Payment Methods: Clearly state how you accept payment (eg PayPal, bank transfer) and include details.
✅ Due Date: This should match the agreed-upon payment terms (Payment due within 30 days of invoice date).
✅ Tax Info: Depending on your location, include relevant tax details (eg, VAT).
Pro tip: Always send your invoice in PDF format and include “INVOICE” in the subject line of your email.
Best invoicing tools for creators
In the early days, you can create invoices manually using Google Docs using an invoice template.
This is great for new creators who don’t have regular work coming in. You’ll just need to download as a PDF before sending and have a system in place to keep track of the status of them. If your Google Drive looks anything like ours, this can be hard to manage once you ramp up, so as you grow as a creator consider switching to dedicated invoicing tools.
Bonsai is an all-in-one platform for invoicing, contracts, and expense tracking. Super handy if you’re treating UGC as a business.
PayPal Invoicing is also an option, it’s simple and intuitive, but beware of the 7.5% processing fee!
💭 Final thoughts
Invoicing is part of being a professional UGC creator, and getting it right means fewer headaches and more cash flow.
The bottom line? The smoother your invoicing process, the easier it is to focus on creating really good UGC content.
📝 TL;DR
✅ No invoice = no payment. Be professional about it.
✅ Always discuss payment terms before starting a project.
✅ Include all necessary details: invoice number, due date, payment method, and description of work.
✅ Use invoicing tools to keep things streamlined.
✅ Follow up if payments are late—politely but firmly!
