Influencer invoice template.Built to get paid on time.

1. Why your invoice decides when you get paid

For most brands, nothing happens until there's an invoice. Payment terms like net 30 or net 60 usually count from the invoice date, not the day you posted. And an invoice with a missing detail, like a purchase order number or the wrong legal name, can be bounced back by the finance team, quietly restarting the clock.

So a good invoice isn't admin for the sake of it. It's the difference between being paid next month and being paid next quarter. Send it on time, make it complete, and make it easy for someone who has never heard of you to approve.

2. What to put on an influencer invoice

• A unique invoice number

  Number every invoice in sequence, like INV-2026-001. It's how both sides refer to the payment, and many countries require it.

• Invoice date and due date

  Write the actual due date, not just "net 30". A date is harder to ignore than a calculation.

• Your details

  Your name or business name, address, email and any tax or business registration number. In the UK, gov.uk lists what an invoice must include.

• The brand's legal name and billing address

  The company that's paying, which may not be the brand name on the product. If an agency hired you, invoice the agency.

• The purchase order or campaign reference

  Big brands often can't pay an invoice without one. Ask for it when the deal is agreed, not after you've posted.

• What you delivered, with links

  Each deliverable on its own line, with the posting date and a link to the live post. It's your proof of delivery in one place.

• The fee, broken down

  Creation, usage rights and exclusivity on separate lines. It shows what the brand is paying for, and makes usage easy to renew later. Not sure how to price them? See our influencer pricing guide.

• How to pay you

  Bank details or a payment link, and a request to use the invoice number as the payment reference.

• Your terms

  The due date, a late fee, and that usage rights begin once the invoice is paid in full. These should match what you agreed in the contract.

3. Free influencer invoice template

Copy the template, fill in the brackets and remove the lines you don't need. It works for sponsored posts and UGC alike: for UGC, list the files you delivered instead of post links.

INVOICE

Invoice number: [INV-2026-001]
Invoice date: [date]
Due date: [date, e.g. 15 days after the invoice date]
Purchase order / campaign reference: [if the brand gave you one]

FROM
[Your name or business name]
[Address]
[Email]
[Tax ID, VAT number or business registration, if you have one]

BILL TO
[Brand or agency legal name]
[Billing address]
[Contact name and email]

FOR
[Campaign name], agreed on [date]
- [1 × Instagram Reel, posted on (date): (link)]
- [3 × Instagram Stories, posted on (date)]
- [Paid usage: 30 days of whitelisting from (date)]

AMOUNTS
Creation and posting fee ........ [amount]
Usage rights ..................... [amount]
Exclusivity ...................... [amount]
Subtotal ......................... [amount]
[Sales tax / VAT at (rate)] ...... [amount]
Less deposit received ............ [−amount]
TOTAL DUE ........................ [amount and currency]

PAYMENT
Bank transfer: [account name, bank, account number and routing / sort code / IBAN]
[Or: payment link]
Please include the invoice number as the payment reference.

TERMS
Payment is due by [due date]. Overdue amounts carry a late fee of [1.5]% per month, or the maximum allowed by law if lower.
Usage rights begin once this invoice is paid in full.

Thank you!

Paste it into a document, save it as a PDF, and send the PDF. Keep a copy of every invoice you send: you'll need them at tax time.

4. Payment terms and late fees on the invoice

Your invoice should repeat the payment terms you agreed, not introduce new ones. If you never agreed terms, the invoice is your chance to set them, but a brand's finance team may simply apply its standard terms anyway.

Ask for short terms

Net 7 to net 15 is reasonable for creator work. Brands often default to net 30 to net 90, but terms are negotiable: some working creators now ask brands for 10 to 15 days, Digiday reported.

Add a late fee

A small monthly late fee gives the invoice a cost for being ignored. Keep it reasonable, and within what the law allows where you live. In the UK, businesses can also claim statutory late payment interest on overdue business invoices.

Show deposits clearly

If the brand paid a deposit, show it as a line on the final invoice so the total due is obvious. Better still, invoice the deposit separately when the deal is signed.

5. Tax basics: US, UK and EU

General information, not tax advice. Tax rules depend on where you live and how you're set up, so check with a local accountant.

United States

Brands will usually ask you for a Form W-9 before paying, so they have your taxpayer ID. A business that pays you $2,000 or more in a year (for payments made from 2026; it was $600 before) generally reports it on a Form 1099-NEC. Your income is taxable whether or not you receive one, and that includes product you were sent in exchange for content. Sponsored content is generally a service rather than a taxable sale, but sales tax rules vary by state.

United Kingdom

You only add VAT once you're VAT-registered, which is required when your taxable turnover goes over the VAT registration threshold (currently £90,000 a year), or if you choose to register. Once you're registered, you'll need to issue VAT invoices with extra details, such as your VAT number.

European Union

If you're VAT-registered and invoice a business in another EU country, the reverse charge usually applies: you don't charge VAT, and you note on the invoice that the customer accounts for it. Rules for small businesses differ by country.

Brands in another country

Agree the currency in advance, and who pays conversion and transfer fees. International bank transfers can lose a surprising amount to fees along the way, so ask the brand to cover them, or price them in.

6. Sending it so it actually gets paid

1. Ask where invoices go when the deal is agreed. Many brands use an accounts payable email or a supplier portal, and won't pay invoices sent anywhere else.
2. Get set up as a supplier early. If the brand needs forms or a W-9, send them before you post, not after.
3. Invoice the day the content goes live, or the day it's approved. Not at the end of the month.
4. Copy your contact on the email to accounts payable, so someone who knows the deal is in the thread.
5. Diary the due date, and send a polite reminder the day after it passes.

If the due date passes and nothing happens, follow our step-by-step guide to what to do when a brand didn't pay. It has the reminder, follow-up and final demand emails ready to copy.

7. Or skip the invoice altogether

Invoices exist because the brand pays after the work. Flip the order and most of this guide stops mattering.

With a HotInfluencer deal, the brand reviews your terms and pays through Stripe when it accepts, before you start. There's no invoice to send, no supplier portal, no payment terms and nothing to chase. We hold the payment while you create, and release it when the brand approves the work, or automatically if it doesn't respond by the end of the review period. Both of you can download a record of the deal, and the brand's copy is a payment receipt for its accounts.