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BRAND DEAL INVOICE

How to invoice a brand deal

To invoice a brand deal, first collect the brand's billing entity, accounts payable email and PO number, and send your W-9 or W-8BEN. Then invoice the deposit when the contract is signed (if there is one) and the balance on delivery, listing each deliverable and each right separately and quoting the contract and PO. Send it to accounts payable with your contact copied, and write the due date as a date.

Create a brand deal invoice See the example

Free to use. A template to adapt, not tax or legal advice. See every section.

Example brand deal invoice

A hypothetical balance invoice for a two-video brand deal with a deposit already paid. The names and amounts are fictional and only illustrate the layout.

The example, in numbers

Line items
$2,200
Usage and whitelisting
$1,000
Subtotal
$3,200
Deposit already received
−$1,600
Balance due
$1,600
Terms
Net 15, due November 27, 2026

Hypothetical figures from the fictional invoice shown. They illustrate the arithmetic, not what to charge.

InvoiceINV-0440Issued November 12, 2026 · Net 15 · PO PO-7915
FromJamie Morgan@jamiemakesjamie@jamiemakes.co
Bill toNorthwind OutdoorAlex Rivera, Brand Marketingap@northwind.example
Deliverables
DescriptionQtyRateAmount
Brand deal: dedicated TikTok video, per agreement UGC-04401$1,500$1,500
Brand deal: Instagram Reel of the same concept1$700$700
Rights
Usage rightsPaid usage for 90 days from first use$600
WhitelistingAds through creator's account for 30 days$400
Total
Subtotal$3,200
Deposit received−$1,600
Balance due$1,600
Terms

Net 15: payment due by November 27, 2026. Overdue balances accrue a late fee of 1.5% per month. Billed under signed agreement UGC-0440.

Payment

Pay by Bank transfer (ACH): ACH · Routing ending 0210 · Account ending 4471. Due November 27, 2026.

Deposit of 50% received October 20. This invoice is for the balance on delivery.

Made with UGC Invoices · ugcinvoices.com

Fictional creator, brand and amounts. Not a rate guide.

Invoicing a brand deal, step by step

1. Get the deal in writing. An invoice bills against an agreement, and without one there's nothing for finance to check it against. A short signed contract covering deliverables, rights, fee and payment terms is enough. UGC Contracts (ugccontracts.com) is one way to get that signed before you invoice.

2. Collect the billing details. Ask your contact for the legal entity to bill, the accounts payable email, whether a PO number is needed and which payment methods they can use. Send your tax form at the same time: a W-9 if you're a US creator working with a US brand, usually a W-8BEN if you're outside the US.

3. Invoice the deposit, if there is one. When the contract includes a deposit, issue a deposit invoice on signing so it can move through approval while you work.

4. Invoice the balance on delivery. Once the content is delivered (or live, for posted content), issue the final invoice. List each deliverable and each right separately, show the deposit as received, and quote the contract and PO.

5. Send it, then confirm. Email accounts payable with your contact copied, and ask for confirmation that it has been received. If the due date passes, follow up the same week.

For creators and for brands

If you’re the creator

  • Ask for billing details at the moment the deal is agreed. That's when your contact is most responsive.
  • Invoice promptly. The payment terms usually count from the invoice date, so a late invoice is a late payment.
  • Keep the brand deal on one invoice per milestone (deposit, balance) rather than many small invoices.

If you’re the brand or its finance team

  • Give creators a one-page billing sheet: entity name, AP email, PO number, accepted payment methods, expected terms.
  • Approve the deposit invoice quickly. A creator waiting for a deposit is a creator who may start late.
  • Check the rights lines against what your media team plans to do with the content.

The parts of a brand deal invoice

What each part of the example says, and what the brand's finance team will look for.

  1. Billing entity and AP contact

    The legal company being billed and the accounts payable email. Brand deals are often booked by a marketer at one company and paid by another (a parent company or an agency), so take these from the contract.

    Brands: Put the billing entity in the contract itself so it can't drift.

  2. Contract reference and PO number

    The reference of the signed agreement and the purchase order number if one exists. Together they show finance the spend was approved and what it covers.

    Creators: If the brand says no PO is needed, note "No PO required per [contact]" so it doesn't look like an omission.

  3. Deliverables

    Each piece of content as its own line, named as in the contract: format, platform and any keep-live period. In the example, the TikTok video and the Instagram Reel are separate lines.

  4. Rights

    Paid usage and whitelisting with their terms, on separate lines from the content. These are often the parts of a brand deal that get extended, so clear terms now make the next invoice easy.

  5. Deposit and balance

    If a deposit was invoiced and paid, the final invoice shows the full total, subtracts the deposit as received and leaves the balance due. Reference the deposit invoice number in the notes so finance can match the two.

    Brands: Check the deposit shown matches what was actually paid before approving the balance.

  6. Terms and payment details

    Payment terms and due date, any late fee the contract allows, and complete payment details. Brands pay what's on the invoice, so a missing account number or a stale PayPal address costs you days.

Sample wording for a brand deal

Deposit and balance wording, plus the email to send with the invoice.

Deposit invoice line
Deposit of [50]% on signing, per agreement [UGC-0440], for [1 TikTok video and 1 Instagram Reel]
Balance invoice note
Deposit of [amount] received [October 20] against invoice [INV-0437]. This invoice is for the balance on delivery.
Asking for billing details
Hi [Alex], excited to get started. So I can invoice correctly, could you send the legal entity I should bill, the accounts payable email, a PO number if you use them, and which payment methods work for you? I'll send my [W-9] today.
Email to send with the invoice
Hi [AP team],

Please find attached invoice [INV-0440] from [Jamie Morgan] for the [Northwind] brand deal, PO [PO-7915], agreement [UGC-0440]. The balance of [amount] is due by [date]. Payment details are on the invoice.

Could you confirm receipt? [Alex], copying you for approval.

Thanks,
[Jamie]

Invoice your brand deal

Enter the deliverables, rights, deposit and PO number, and the builder produces a finance-ready invoice.

Create a brand deal invoice

Brand deal invoice FAQ

How do you invoice a brand deal?

Get the deal signed, collect the billing entity, AP email and PO number, send your tax form, invoice any deposit on signing, then invoice the balance on delivery with each deliverable and right on its own line. Send it to accounts payable with your contact copied.

When should I send the invoice for a brand deal?

Send a deposit invoice on signing if your contract has one, and the final invoice on delivery or when the content goes live, whichever your contract specifies. Don't wait, since payment terms usually count from the invoice date.

Should I ask for a deposit on a brand deal?

Many creators do, especially with new clients. A deposit is only enforceable if the contract says so, so agree it before work starts and invoice it as soon as the contract is signed.

Who should I send the invoice to?

The accounts payable address the brand gives you, with your marketing contact copied so they can approve it. If you don't know the AP address, ask before sending.

What tax forms do brands ask for?

US brands paying US creators commonly ask for a Form W-9 and may issue a Form 1099-NEC if payments pass the IRS reporting threshold for the year. Creators outside the US are usually asked for a W-8BEN. This is general information, so check with an accountant.

What if the brand never sent a contract?

Get the key terms in writing before invoicing, even if only by email: deliverables, rights, fee and payment terms. An invoice can't create terms that were never agreed.

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