How to Invoice a Brand Deal: What to Include, With a Sponsorship Invoice Example
A brand deal invoice turns a signed deal into a payment the brand’s finance team can approve. What goes on it, who it goes to, when to send it, and an example.
You posted the video, the brand loved it, and now you wait. Often the delay is not the brand. It is an invoice that is missing a purchase order number, names the wrong company, or does not say what the money is for. A clear invoice is the cheapest way to get paid sooner, and it takes ten minutes to get right once.
This guide is for YouTubers, TikTok and Instagram creators, podcasters, streamers, newsletter writers and UGC creators. The mechanics are the same for all of them.
What a brand deal invoice needs
- Your name or business name, address and email, exactly as in the contract.
- The brand’s legal entity name, the one on the agreement, plus the accounts payable contact if you have one.
- An invoice number you never reuse (see the invoice numbering guide).
- The invoice date and the due date, with the terms written out, for example "Net 30".
- The brand’s purchase order number or campaign reference, if they gave you one.
- One line per deliverable, with a plain description.
- Usage or licensing as its own line, if the deal includes it.
- The total, and how to pay.
A sponsorship invoice example
Juno Park, a fictional travel YouTuber, bills Harbour & Co. for a dedicated video.
| Description | Amount |
|---|---|
| Dedicated 8-minute video, published as agreed in the contract dated September 3 | $4,000.00 |
| Two vertical shorts cut from the video | $600.00 |
| Paid usage license, 90 days, brand’s own social channels | $800.00 |
| Total due | $5,400.00 |
Reference: PO HC-2291. Terms: Net 30. Bill to: Harbour & Co., Accounts Payable.
Three details do the work. The contract date ties the invoice to an agreed scope. The usage license sits on its own line, so the brand sees a separate right with a start and a length. The PO number gives the brand’s system something to match.
Who to bill: the brand or the agency
Bill whoever your contract names as the payer. If an agency booked you, the agency is usually the customer, and it may pay you only after the brand pays it. Read the payment clause before you invoice, and put the agency’s exact legal name on the invoice. The use case on getting set up as a vendor covers what accounts payable will ask for.
When to send it
Send it when the contract says you can. Common triggers are signing (a deposit), the day you deliver the draft, and the day the post goes live. If the contract is silent, send it the day you publish and say so in your delivery message. Do not wait for the brand to ask. If you agreed a deposit, see billing a sponsor half up front and half on delivery.
Itemize deliverables and rights separately
A single line that says "Sponsorship, $5,400" gives the brand nothing to approve and gives you nothing to point to when they ask what is included. Split the work (video, shorts, stories, a podcast read) from the rights (usage, exclusivity, partnership ads). When the brand wants to extend usage later, you add a line instead of renegotiating the whole deal. The article on pricing usage rights and whitelisting goes deeper.
Payment terms and how the brand pays
Write the due date on the invoice. Many brands pay on terms of 30, 45 or 60 days, so check yours before you plan your month. Net 60 payment terms for creators covers the cash flow side.
How the brand pays depends on your plan. On the Free plan, Invoice My Clients sends the invoice as a PDF link by email or text. On Starter and above, the email also carries a View and pay link, so the brand can pay online by card. Many corporate payers prefer a bank transfer, so put your bank details on the invoice if the contract allows it.
Follow up before it is late
A short reminder a few days before the due date is polite and effective. After the due date, follow the steps in the overdue invoice email guide. If a brand goes quiet, the use case on a client who stopped answering walks through escalation.
Common mistakes
- Invoicing under a stage name when the contract uses your legal name.
- Forgetting the PO number the brand’s finance team asked for.
- Bundling usage into the fee with no channel or term.
- Sending it to the marketing contact only, not accounts payable.
- Reusing last month’s invoice number.
- Skipping the invoice for a product-only deal. Gifted product can still be reportable income; ask your accountant, and see content creator taxes and 1099s.
Questions people ask
Do I need an invoice for a brand deal?
Yes. Even if the brand sends its own paperwork, your invoice is your record of what you billed and when.
Can I invoice before the post goes live?
If your contract allows a deposit or a delivery-based payment, yes. Otherwise follow the contract.
What if the brand asks me to use its invoice form?
Use theirs if they require it, and keep your own copy so your records stay complete.
Should I charge sales tax on a sponsorship?
It depends on your state and what you sell. Ask your accountant. On Starter and above you can add sales tax to an invoice when it applies.
Do I need a W-9 to get paid?
US brands often ask for one before the first payment. On Starter and above, the vendor setup kit keeps your W-9, insurance and remittance details ready to send.
What is the difference between an invoice and a receipt?
An invoice asks for payment. A receipt confirms it. See the guide on invoice vs receipt.