Invoicing Brands As A Content Creator + Free Invoice Templates

The Klaia Team
April 18, 2023
5 min read

If you just completed your first paid campaign, or you’re just looking for ways to improve your invoicing process, you’re in the right place. Invoicing brands as a content creator can be daunting, so here’s a complete guide + free templates for you to use!

As a content creator, you wear many hats – you’re the one creating the content, negotiating with brands, managing your community and also handling your finances. Handling your finances is by far the most confusing part. There’s different industry terms, deductible expenses, and it can be hard to figure out how to price yourself – over the next few weeks we’ll be breaking down all of this. Sign up for our newsletter to receive this information straight to your inbox.

What to include

You should include your personal contact information, including your mailing address. Although this doesn’t seem necessary, the company receiving your invoice will need your address for their taxes. Along with that, the company’s information should follow.

Including an invoice number is a way for you to stay organized and keep track of your invoices. This isn’t something the company receiving it needs, but it can be helpful for your own records.

You should also include the specific projects and posts in some form with their individual pricing. As well as the date the invoice was issued, when the payment is due and also where the company should send the money.

  • Your Name
  • Your Mailing Address
  • Invoice number
  • Date issued
  • Date due
  • Company’s Name
  • Company’s Mailing Address or Email
  • Service Provided
  • Payment Details – where the payment should be sent

Don’t forget to download our customizable templates by leaving your email below! You’ll be redirected to Canva to start creating!

When to send the invoice?

Typically, the insights of the post or project will be requested 1-2 days after it’s been finished. When you’re sending this, it can be more convenient for both of you to send the invoice along with the insights as an attachment. Then, all you need is a little note somewhere in your message to let them know you’ve included the invoice.

If you’re a Klaia member, you can easily send the invoice, as well as, insights, with the message feature. No more emailing back & forth – chat in real time with brand partners.

The day that the payment is due will already be determined in the contract. The usual time is net-30, or 30 days after finishing the project or posting. This is important to pay attention to when signing the contract and can be negotiated.

Related: 8 Ways to Get Paid to Create Content

Dealing with late payments

An important part to keep track of is when you’re supposed to be paid, in case anything comes late. It can be difficult to remember especially when your income is coming from multiple places at different times. You can add this information in Klaia when you’re creating a campaign. You can also add a reminder in your calendar – whatever works for you!

A few days before the payment is due, you may want to send a reminder via email or via Klaia.

If you haven’t heard anything from your brand partners and it’s a couple days past the due date, it’s important that you stand up for yourself and continue to reach out to them until you’re compensated for your work. Click here to read an article on what to do when a brand doesn’t pay.

Tip: include late fees in the contract

You may even want to include late fees in your contract to prevent or discourage late payments. In case you are paid late, this means you’ll also be compensated for having to wait longer for your payment. The late fees can be a flat fee – one fee for any late payment – or incremental – an increasing fee for every day or week past the due date that you aren’t being paid – depending on which you prefer.

If you continue to not be paid, you may have to resort to taking legal action against them. While it may seem like a lot of effort or work depending on the amount of money you’re supposed to receive, it’s money that you earned and deserve to receive. Since both of you have agreed to the terms and you already have your part, the company that hired you for this project should be doing their part by paying you for that work.

Spend less time on admin and more on creating with Klaia. The best part? It’s free! Click here to sign up.

Before you hit send

Lastly, you should double check over everything to make sure it’s accurate and contains all of the info it needs to. Any part of the invoice that has to do with payment should also match what’s on the contract. The last thing you should include is the date you’re sending it to the company and when payment is due.

Now you have everything you need to start invoicing brands as a content creator.

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