Your UGC workflow shouldn’t feel like ordering an old-school taxi.
(Stick with us here)
You know the drill — standing around, unsure when (or if) the taxi would arrive. When Uber came on to the scene, it changed the game by making everything transparent, reliable, and seamless. You know exactly where your car was, and you trusted that it would make it to you.
That’s exactly how your UGC process needs to feel for your clients. Clear. Predictable. Professional.
At no point should they be wondering whether or not their car, or their content, will arrive.
Less taxi, more Uber.
So, let’s walk through exactly how to set-up and streamline your UGC workflow and deliver an experience so smooth, your clients will keep coming back.
Why your UGC process matter (a lot)
Having a clear UGC process isn’t optional – it’s essential:
But also, it’s important for your sanity.
Starting UGC can be difficult because of the lack of structure and clear processes in place. Running your own business means it’s up to you to put these in place. Otherwise, you’re going with a flow that could take you anywhere (including straight into the ground).
By designing a UGC process that is predictable, you make your life as a creator easier and more enjoyable.
What does a good UGC workflow look like?
Your UGC process will vary slightly every time you work on a project, but it should always be clear, consistent, and simple enough for clients to follow. While brands and agencies may have their own ways of working, you should always be aiming to stick as closely to your own workflow.
Here’s how we like to break it down:
1. ONBOARDING: SETTING THE STAGE
1️⃣ Discovery Phase
This is where you’re going to aim to understand your client’s goals, pain points, and budget. Whether through email, a questionnaire, or a discovery call, you want to set clear expectations and mutual deliverables upfront. This is where you get all of the questions out of the way.
Here, a brand may provide you with a creative brief, but it’s important you don’t start on any work until you’ve wrapped up the next stage. I’m sure you’ve been in a situation before where you’ve gone to the trouble of scripting only for a brand to pull out before ever paying a penny.
Save yourself the hassle.
⏱️ TIME FRAME: 1-2 weeks
📁 RESOURCES: Discovery call checklist, client questionnaire
2️⃣ Proposal & Contract
You’re going to want to clearly outline the scope, deliverables, timelines, and pricing. Proposals can help keep everyone on the same page, especially for larger projects (£1,000+).
⏱️ TIME FRAME: 1-2 weeks
📁 RESOURCES: Proposal template, UGC contract
3️⃣ Product Delivery
Clearly communicate your shipping address and establish timelines with the brand.
Always give yourself a generous timeframe — underpromise, then overdeliver.
⏱️ TIME FRAME: 1-2 weeks
2. SERVICE: CREATING CONTENT
4️⃣ Creative Briefing
Not all brands will provide a detailed brief, but that doesn’t mean you can skip this step.
If you aren’t given one, it’s on you to reverse-engineer the brand’s expectations. Here’s how you’re going to go about that:
Understanding these elements will help you nail the messaging, tone, and visual style of your UGC.
Without this, you may just go off course when it comes to filming.
5️⃣ Concept & storyboard
With the brand brief ready, you can move on to scripting. Create this using set templates and create a shot list to go alongside. Draft scripts and shot lists to get client approval before filming—this prevents costly reshoots later. While some brands are happy to let you go ahead without approval, this step can save you a headache later down the line. Some brands don’t know what they don’t like until they see it, and giving them the chance to rectify before you film can protect your time.
Example email:
⏱️ TIME FRAME: 3-5 days
📁 RESOURCES: Pre-film checklist
6️⃣ Filming & editing
With your plan approved by the brand, it’s time to execute.
Film additional content like alternative hooks and CTAs to upsell and maximize project revenue.
⏱️ TIME FRAME: 3-5 days
📁 RESOURCES: Pre-film checklist
7️⃣ Watermarked delivery
Send watermarked versions via Google Drive or WeTransfer clearly labeled for easy identification.
Highlight your early delivery and additional upsells available for purchase.
3. DELIVERY & BEYOND: WRAPPING UP
8️⃣ Invoice & upsell
With the brand having already approved your script and shot list, your content should hopefully be a once-and-done film and edit situation, aka the dream.
After content approval, it’s time to invoice the client and subtly remind them of additional content options like raw footage for future use.
9️⃣ Final delivery
Once payment clears, send your content without watermarks.
If possible, overdeliver with additional formats or bonus imagery.
🔟 Feedback
Request immediate feedback for testimonials and check in 4 weeks later to ask specifically about content performance (ROAS, CPA, conversions). Use this feedback for continuous improvement.
⏱️ TIME FRAME: 4 weeks post-delivery
📁 RESOURCES: Feedback form
Keep the client warm
While this step isn’t necessary, it’s one of the easiest ways to increase your earnings with little to no work on your part. Post delivery, set a reminder to follow up with your client. At this point, they may be ready to refresh their creatives or work on a new launch.
A quick email will keep you top of mind.
⏱️ TIME FRAME: 12 weeks post-delivery
📁 RESOURCES: Creator Calendar
💭 Final thoughts
Each stage of your UGC process — from onboarding through final delivery — is a touchpoint that shapes the client experience. By making each step clear, predictable, and professional, you’ll not only delight your clients but also create a scalable business model that sets you apart.
There will be a lot of things that you can’t control about a UGC project, but there are a lot of things that you can.
Get clear, get intentional and get ready to scale this into a business you actually want to show up for.
Think more Uber, less taxi.
📋 TL;DR:
- Clearly outline your UGC workflow to boost client satisfaction.
- Use onboarding, service, and delivery stages to streamline your workflow.
- Always communicate expectations clearly and proactively.
- Request client feedback to continuously improve your offerings.
