You crushed the campaign—now it’s time to get paid. If you’ve ever stared at a blank document wondering what should be included in an invoice, this guide breaks it down for content creators in plain English so your invoices get approved fast and paid on time.
TL;DR
- Your invoice must clearly show who is billing whom, a unique invoice number, dates, itemized deliverables, totals, and payment terms.
- Add creator-specific lines for usage/whitelisting, exclusivity, rush fees, and expenses—as separate, named items.
- Match the legal client name, PO/SOW number, currency, and tax IDs to avoid delays.
- Include payment methods and bank details (or a pay link), plus late-fee terms and remittance instructions.
- Save a reusable invoice template and keep numbering consistent; attach W-9/W-8 or VAT details when needed.
Why Invoices Get Rejected (and How to Avoid It)
Most rejections come from missing basics: wrong legal entity, no invoice number, or totals that don’t match the purchase order. Treat your invoice like a product page—clean, complete, and easy to approve.
Beginner: Keep one master template and duplicate it per job.
Intermediate: Mirror the brand’s terminology (PO, SOW, campaign name).
Advanced: Map your invoice fields to the client’s AP portal for one-click uploads.
What Should Be Included in an Invoice: Required Fields
1) Header & Contact
- Your legal name or business name (not just your handle)
- Address, email, phone, and optional logo
- Client’s legal name and billing address (the entity that signed/pays)
Tip: If you worked through an agency, the agency is usually your client, not the brand.
2) Invoice Meta
- Invoice number (unique, sequential: e.g., 2025-047)
- Issue date and due date (e.g., Net 30)
- PO/SOW/Booking ID and campaign name
3) Itemized Lines (Deliverables & Fees)
Each line should have: description, quantity, rate, amount.
- Content deliverables: “1× Short-form Vertical Video (30–45s) posted by [date]—organic usage only”
- Story frames / carousel / YouTube integration
- UGC (no posting) with paid usage license (term, platforms, countries)
- Whitelisting/allow-listing per 30-day windows
- Exclusivity (category + duration)
- Rush fee (expedited turnaround)
- Raw files/extra edits, captions/subtitles, translations
- Out-of-pocket expenses (studio, props, travel) with receipts
4) Subtotal, Taxes, Discounts
- Subtotal of all line items
- Tax (VAT/GST/sales tax) where applicable—show rate and amount
- Any discounts or credits
- Grand total in the invoice currency
5) Payment Terms & Methods
- Terms: Net 7/15/30, late fee, and delivery-trigger (on post/approval/date)
- Payment methods: bank transfer (IBAN/SWIFT), ACH, Wise/Revolut, or pay link
- Remittance info: “Include Invoice # in payment reference.”
6) Notes & Attachments
- Scope reminder: deliverables, posting windows, approval rounds
- Licensing: term/territories/platforms for paid usage; expiry date
- Tax forms: W-9/W-8BEN, VAT number, company registration, e-invoicing ID
Example: Creator Invoice (Anatomy)
Bill From: Your Name / Studio LLC · Address · hello@you.com · +1 555-555-5555 · VAT/Tax ID
Bill To: Agency Ltd (for Brand X) · AP@agency.com · Billing Address
Invoice #: 2025-047 · Date: Jan 15, 2025 · Due: Feb 14, 2025 (Net 30)
PO/SOW: SOW-Dove-Glow-Q1 · Campaign: #Glow Launch
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Short-form vertical video (30–45s), posted by 01/28; organic usage only | 1 | $1,200 | $1,200 |
| 3× story frames within 24h of post | 1 | $450 | $450 |
| Paid usage license (IG/TikTok, US/UK, 30 days) | 1 | $400 | $400 |
| Whitelisting from handle (30 days) | 1 | $350 | $350 |
| Rush loading (72-hour turnaround) | 1 | $250 | $250 |
| Subtotal | $2,650 | ||
| Tax (0%—outside scope) | $0 | ||
| Total Due | $2,650 |
Payment: Bank transfer (USD)—Account Name, Routing, Account; or Pay Link: pay.you.com/invoice/2025-047
Terms: Net 30; late fee 1.5%/month after due date.
Licensing: Paid usage & whitelisting expire 02/28/2025; renewal per 30 days at listed rates.
Mini Formula: Totals That Match the SOW
Total = Creation + Rights + Loadings + Expenses + Tax − Discounts
Common Mistakes (and Quick Fixes)
- Wrong client name: Use the contracting entity from the SOW/PO.
- Missing invoice number: Adopt a consistent scheme (YYYY-###).
- Bundled everything together: Itemize—approvals move faster.
- Unpriced paid usage: Separate license line with term/territories/platforms.
- No payment details: Always include bank info or a pay link.
Conclusion
You don’t need an accounting degree to invoice like a pro. When you know what should be included in an invoice, you can send clean, compliant invoices that mirror the SOW, separate creation from rights, and make payment the easiest part of every campaign.
