Getting paid
What Every Creator Invoice Needs
Quick answer
A creator invoice should name who is billing whom, list each deliverable and its price, show the invoice date and the due date, say how to pay, and carry any reference number the brand needs, such as a purchase order or contract number.
Key takeaways
- A complete invoice gets paid faster because the brand’s finance team can process it without questions.
- List each deliverable and each usage fee as its own line.
- Always include the invoice number, the due date, and how to pay.
- Ask the brand which reference numbers it needs before you send it.
The parts of an invoice
| Part | What to include | Why it matters |
|---|---|---|
| Your details | Your legal or business name, address, and email | The brand needs to pay the right person |
| Brand details | The brand’s legal name, billing contact, and billing address | Sending to the wrong entity delays payment |
| Invoice number and date | A unique number and the date you send it | It lets both sides track and prove the invoice |
| Reference numbers | A purchase order, contract, or campaign number, if the brand uses one | Many finance teams cannot pay without it |
| Line items | Each deliverable, described and priced on its own line | Clear lines stop disputes about what is being paid for |
| Usage and add-ons | Usage rights, whitelisting, exclusivity, or rush fees as separate lines | It shows what the brand is buying and keeps pricing clear |
| Totals | The subtotal, any deposit already paid, and the balance due | Avoids confusion about what is owed |
| Due date and net terms | The exact due date and the terms from your contract | No one has to work out the date |
| Payment instructions | How and where to pay | Missing details are a common cause of delay |
| Late payment terms | The late fee or interest from your contract, if any | It reminds the brand and supports your follow-up |
Example line items
- Instagram Reel, 1 of 2, delivered [date]: [amount]
- Paid usage license, [channels], [term]: [amount]
- Exclusivity, [category], [start date] to [end date]: [amount]
- Deposit received on [date]: minus [amount]
When to send it
Send the invoice as soon as your contract allows. Many creators invoice a deposit on signing and the balance on delivery or on posting. Check your contract for the trigger, and send it on that day.
Common mistakes
- No invoice number, or a duplicate number.
- Vague lines like “content” with no detail.
- The wrong brand entity or the wrong contact.
- No due date, or a due date that does not match the contract.
- Missing purchase order or reference number.
- Forgetting to subtract the deposit.
Tips
- Ask the brand about vendor setup and purchase orders before you invoice.
- Send a PDF, and keep a copy.
- Reference the contract or agreement date on the invoice.
- Keep a record of when and to whom you sent it.
- Tax rules vary, so ask an accountant what applies to your invoices.
Invoice checklist
Checklist
- Both parties are named correctly.
- The invoice has a number and a date.
- Each deliverable and each usage fee has its own line.
- Any deposit is subtracted.
- The due date and payment instructions are clear.
- The reference number the brand needs is included.
Frequently asked questions
What should a creator invoice include?
Both parties’ details, an invoice number and date, each deliverable and fee as its own line, the totals, the due date, payment instructions, and any reference number the brand needs.
Do I need an invoice number?
Yes. A unique number makes the invoice easy to track and prove.
What is a purchase order and do I need one?
A purchase order is a document from a brand’s finance team that approves a payment. Some brands will not pay without its number on your invoice, so ask before you send.
Should I list usage rights on the invoice?
Yes. Listing them as their own lines shows what the brand is paying for and supports your pricing.
When should I send an invoice?
When your contract says you can. Many creators invoice a deposit on signing and the balance on delivery or posting.
Do I have to charge tax?
It depends on where you and the brand are and what you sell. Ask an accountant.