How to invoice a brand for UGC content

Start with the approved brief

Before creating an invoice, check who is paying: the brand, its agency or another production partner. Ask for the billing name, accounts email and purchase-order reference if required. The person approving your video may not be the person processing payment.

Keep the agreed brief next to the invoice. A package of three edited videos is different from three videos plus raw footage, alternate hooks, stills and another round of changes. Put additions into the agreed scope before billing for them.

• Deliverables: number, format and approximate length of assets.
• Production: what is included in filming, editing and revisions.
• Usage: channels, duration, territory and any exclusivity.
• Payment: agreed due date, reference and payment method.

Make the bill easy to process

Australian government guidance distinguishes regular invoices from tax invoices for GST-registered businesses. Include your business identity, an invoice number and date, a clear description of the work, and instructions for payment. Check the official guidance for your situation.

Use a description such as “September skincare campaign: three edited vertical videos” rather than “content services”. Attach or refer to the approved quote so accounts staff can find the context without asking you to rebuild the conversation.

Reference: Australian Government: How to invoice ↗

Separate creation from permission to use

A useful discussion with a brand separates the production fee from the usage arrangement, even when you ultimately quote one package price. Ask whether the assets will appear on owned social channels, in paid advertising or somewhere else. Account access, partnership-ad permissions and raw-file delivery deserve their own discussion.

Write a start date and duration that both parties understand. “Three months from first publication” needs a way to record that publication date. A fixed start and end date may be easier to administer. Neither approach should be added after the agreement without discussing it with the brand.

Send once, keep a clear record

Review the PDF, verify the recipient and check the bank details before sending. Save the sent version, brief and any approved scope changes together. If the brand wants more deliverables next month, reference the previous project but review every date and quantity again.

LensInvoice’s private beta supports creative line items, licence wording and branded PDFs. Use your own bank details and record a transfer after you confirm it arrived. Request access if you want to try that workflow; public subscriptions are not open yet.

Example: a small UGC package

Illustrative AUD pricing only, before any applicable GST. These are example amounts, not market rates or a recommended quote.

Common questions