How to Invoice a Brand as a Content Creator

Most creators are comfortable with the creative side of a brand deal. The invoicing part — less so. It feels administrative, slightly awkward, and easy to put off. But how you invoice a brand directly affects when you get paid, and whether you get paid at all.

A professional invoice isn't just a payment request. It's a document that sets expectations, protects you legally, and makes it easy for the brand's finance team to process payment without coming back to you with questions.

This guide covers everything you need to know about invoicing brands — from what to include and when to send it, to what to do when payment doesn't arrive on time.

What Every Creator Invoice Must Include

A lot of creators send invoices that are missing key information, which causes delays. Finance teams at brands can't process a payment without certain details — and chasing you for them adds days or weeks to the process.

Field	Why it matters
Invoice number	Unique reference for tracking and accounting. Use a consistent format — INV-001, INV-002, etc.
Your legal name or business name	Must match the name on your bank account or payment details.
Your address	Required for tax and legal purposes in most countries.
Tax ID or VAT number	Required if you're VAT registered (UK, EU) or need to show tax identification (US, AU, CA, NZ).
Brand's name and address	The entity you're billing — confirm this with your contact before invoicing.
Issue date	The date you sent the invoice — this is when the payment clock starts.
Due date	Calculated from your payment terms. Never leave this blank.
Line items	A clear description of what you're charging for — e.g. "1x Instagram Reel — Sponsored Post — Brand Name Campaign."
Subtotal, tax, and total	Always show the breakdown. Never just a total amount.
Payment details	Bank account, IBAN, PayPal, Wise, or whichever method you've agreed on.

When to Send Your Invoice

The timing of your invoice depends on what you've agreed in the contract. Most creators invoice at one of three points:

• After content approval. The most common approach for sponsored posts. You invoice once the brand has signed off on the content, before it goes live.
• After content goes live. Some brands prefer this, but it means you're waiting longer to start the payment clock. Avoid this unless the contract specifically requires it.
• Split payments. For larger deals — 50% upfront before you start, 50% on delivery or approval. This is standard practice for projects over $2,000 and protects you if the brand cancels mid-production. Always have a signed contract in place before accepting this structure.

Choosing the Right Payment Terms

Payment terms define how many days the brand has to pay after receiving your invoice. The most common options:

Whatever terms you use, they must be stated clearly on the invoice and agreed in the contract beforehand. Payment terms you add to the invoice without prior agreement are harder to enforce. For a full breakdown of which terms to use and how to negotiate them, see what payment terms to use for brand deals.

Tax and VAT on Creator Invoices

Tax obligations vary significantly by country, and getting this wrong can cause real problems — either for you or for the brand's accounting team.

• UK creators. If you're VAT registered, you must add 20% VAT to your invoice and show it as a separate line item. If you're not VAT registered, do not add VAT — but include your UTR (Unique Taxpayer Reference) if the brand asks.
• US creators. You'll generally invoice without sales tax. However, you may receive a W-9 request from the brand for their records. If a brand pays you over $600 in a tax year, they're required to issue a 1099 form.
• Australian creators. If you're registered for GST, add 10% to your invoice. Include your ABN on every invoice regardless of GST registration.
• Canadian creators. If you're registered for GST/HST, add the applicable rate. Include your GST/HST number on the invoice.
• New Zealand creators. If you're GST registered, add 15%. Include your GST number on the invoice.

What to Do When Payment Is Late

Late payment is one of the most common frustrations for creators. Most of the time it's not intentional — invoices get lost, finance teams have backlogs, and approvals get delayed internally. But that doesn't mean you should just wait.

Step 1 — Send a friendly reminder on the due date

If payment hasn't arrived by the due date, send a short, professional email the same day. Keep it factual and non-confrontational.

Step 2 — Follow up 7 days after the due date

If there's still no payment or response, follow up again. This time it's appropriate to be slightly more direct.

Step 3 — Escalate after 30 days overdue

At this point, copy in a more senior contact if you have one, and reference your contract terms explicitly. If your contract includes a late payment interest clause, mention it. For a complete word-for-word follow-up sequence across all stages, see how to follow up on an unpaid invoice as a creator.

Keeping Track of What You're Owed

If you're managing multiple brand deals at once, it's easy to lose track of which invoices have been paid, which are outstanding, and which are overdue. A spreadsheet works, but it requires manual updates and doesn't send you reminders.

Dealvio's Invoicing module automatically tracks the status of every invoice — Draft, Sent, Pending, Overdue, Paid — and flags overdue payments directly in your notifications. The Cash Flow tab shows you what's coming in over the next 30, 60, and 90 days, so you can plan around payment timelines instead of being surprised by them.