UGC invoice generator

The short version

A UGC invoice should include your name and business details, the brand’s legal name and address, a unique invoice number, the invoice date and due date, one line for each video, usage right and add-on with its quantity and price, the total in a named currency, your payment terms and payment details, and a short note of the usage rights the brand is paying for.

The generator above builds that invoice in your browser. Nothing you type is stored or sent, so print it or save it as a PDF before you close the page.

Getting paid on time starts before the invoice. Agree the price, usage and payment terms in writing first, and the invoice only has to repeat them. Brands that find you on UGCStars pay you directly. UGCStars takes no commission and doesn’t handle payments, so your terms are what get you paid.

1. 01Agree the price, usage and payment terms in writing before you film.
2. 02Invoice the deposit as soon as the agreement is signed, if you take one.
3. 03Put each video, usage right and add-on on its own line, exactly as quoted.
4. 04Add a due date, the currency and how to pay.
5. 05Send the final invoice as a PDF on the day you deliver.
6. 06Follow up the day after the due date if the money hasn’t arrived.

What every UGC invoice needs

An invoice has two readers: your contact, who checks it against the job, and the finance team, who pays it. With every field below in place, neither has to write back.

Ask your contact early whether finance needs a PO number or a supplier form. Some companies have to set you up as a supplier before they can pay you.

Line items: videos, usage rights and add-ons

Write each line so someone who never saw the brief can tell what it’s for. Use the words and prices from your quote, one line per thing the brand agreed to, each with a quantity and a unit price. For videos, name the length, the format and what each one includes.

Usage rights

Put usage on its own line, priced per video, with the channels, the period, the countries and when the period starts. The brand then sees what it bought, and what costs more later. How to charge for UGC usage rights explains the pricing. Repeat the license in the usage-rights note, and if your agreement says usage begins on full payment, say so.

Add-ons and discounts

Raw footage, extra hook variations, cutdowns, rush delivery and extra rounds of changes each get a line. Show a discount as its own line too, instead of lowering your unit price, so your rate stays intact for the next order.

If you haven’t set prices yet, work them out with the UGC rate calculator and list them in the Rate card template, so quotes and invoices use the same numbers.

A worked example invoice

A skincare brand orders two 30-second videos with two extra hooks each, three months of paid ads on TikTok and Meta in the US and Canada, and the raw footage. It paid a 50% deposit before filming. This is the final invoice, at the Rate card template’s example prices.

Below the lines, the invoice adds the terms and the license:

• Payment terms: due by 1 December 2026, 14 days after delivery, by bank transfer.
• Usage: paid ads on TikTok and Meta, US and Canada, 3 months from the first ad, once this invoice is paid in full. Raw footage follows the same terms.

Every line matches the quote, the deposit is credited with its number, and the usage note says what the $100 bought.

Deposits, milestones and when to send the invoice

When you invoice matters as much as what the invoice says. A due date counts from the invoice date, so an invoice sent a week late is paid a week late.

A 50/50 split is a sensible default with a new client. The deposit covers your time if the brand cancels, and the Simple UGC agreement sets it up, with a kill fee for cancellations after filming starts.

When to send each invoice

• Deposit invoice: the day the agreement is signed. Don’t film until it’s paid.
• Final invoice: the day you deliver first versions, unless your agreement ties payment to approval.
• Extra work: a separate invoice for anything added later, such as longer usage, naming the email that approved it.

Payment terms, currencies and fees

Payment terms say when and how you get paid. Write them as a date and a method, not just a phrase.

Due dates

Finance teams work from dates, so write both: “Due within 14 days, by 1 December 2026”. Terms such as Net 30 mean 30 days from the invoice date. Some brands only pay on 30-day or longer terms. Find out before you sign, and if you accept longer terms, ask for a larger deposit.

Currency

Invoice in the currency you quoted, with its code next to the total: USD, CAD, EUR or GBP. Several currencies use the $ sign, so “$480” alone can be misread. If the brand pays from another currency, agree who carries the conversion cost.

Fees and payment methods

Bank transfers, online payment services and payment links from invoicing tools can take a fee or a conversion margin, so less may arrive than you invoiced. Agree who pays those costs with the price, then say it on the invoice: “Transfer fees are paid by the sender.” If you absorb fees, build them into your prices.

List one or two ways to pay, with every detail the brand needs. For transfers from abroad, ask your bank which details a sender needs, such as an IBAN or a SWIFT/BIC code.

Taxes and business details

Invoice tax rules depend on where you and the brand are. This is general information, not tax or legal advice: check the rules where you live, or ask an accountant, before your first invoice.

• Sales tax and VAT. If you’re registered for sales tax or VAT, your invoice may need to show the rate, the tax amount and your registration number. Add a tax line only when your local rules require one.
• Work across borders. An invoice to a brand in another country can follow different rules, such as needing the brand’s tax number or a specific note.
• Tax IDs and business names. Put any tax ID, registration number or trading name in your details. Some brands ask for a tax form before the first payment, such as a W-9 form from US creators working with US brands.
• Prices with or without tax. Say in your quote whether prices include tax, and keep the invoice consistent with it. The generator’s tax line is optional, so leave it off unless you need it.

Numbering, records and sending

Numbering

Give every invoice a unique number in one sequence, such as 2026-001, 2026-002, and never reuse one. Some tax rules expect numbers without gaps. The generator doesn’t remember anything, so note the last number you used. If a sent invoice is wrong, issue a corrected one with a new number that names the one it replaces, or follow your local rules.

Records

Keep each invoice PDF with the job’s agreement, brief, approval emails and proof of payment. A spreadsheet works as a log: number, brand, amount, date sent, due date and date paid. How long you must keep records depends on where you live.

Sending

Send the invoice as a PDF named so it’s easy to find, such as “Alex-M-invoice-2026-015.pdf”. Ask your contact where invoices go, since some companies use a separate address, and keep the email short.

When a payment is late

Treat a late payment as an oversight at first: the invoice may be in the wrong inbox or missing a PO number. Start polite and specific, and get firmer step by step.

Before you write, check the address, your details and the PO number. The “Following up after delivery” email in the Brand email templates works as the first reminder.

If it still isn’t paid

Charge a late fee only if your agreement includes one, as written there. Some countries limit late fees or give businesses a right to interest on late payments, and formal options such as a demand letter or a small claims court differ too, so check what applies where you live. Keep every message in writing, and pause new work for that brand until it pays.

Before you send an invoice

Run through this list before each invoice goes out.

An invoice that repeats what the brand already agreed, sent on the day you deliver, is the easiest one for a brand to pay on time.