# UGC invoice generator

Make a clear invoice for UGC work in your browser, with videos, usage rights, add-ons and payment terms, then print it or save it as a PDF.

Free, no sign-up · By [Murat Bo](https://ugcstars.com/about), founder of UGCStars · Updated 26 October 2026 · Guide: 10 min read

## The tool

The generator runs in your browser and stores nothing. Add your details and the client’s, an invoice number and dates, line items for videos, usage rights and add-ons, a discount, a deposit already paid, tax if you charge it, and payment terms. Print it or save it as a PDF from the print dialog, or copy it as text. Use it at https://ugcstars.com/tools/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. Agree the price, usage and payment terms in writing before you film.
2. Invoice the deposit as soon as the agreement is signed, if you take one.
3. Put each video, usage right and add-on on its own line, exactly as quoted.
4. Add a due date, the currency and how to pay.
5. Send the final invoice as a PDF on the day you deliver.
6. Follow 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.

**What a UGC invoice includes**

| Field | What to write | Why it matters |
| --- | --- | --- |
| Your details | Legal or business name, address, email, tax ID if you have one | Finance pays a named supplier, not a handle |
| The client’s details | The company’s legal name and billing address | It can differ from the brand name on the product |
| Invoice number | Unique and in sequence, such as 2026-015 | Both sides can refer to it |
| Invoice and due dates | Both as calendar dates | The due date is what you follow up on |
| Reference | The brand’s purchase order (PO) number | Some finance teams can’t pay without one |
| Line items | Each video, usage right and add-on, with quantity and price | The brand can match every line to your quote |
| Totals | Subtotal, discount, tax and total, with the currency code | Anyone can check the sums |
| Payment terms | Deposit received, amount due, due date, any agreed late fee | It states what is owed and by when |
| Payment details | Bank details or a payment link | Nobody has to ask how to pay |
| Usage-rights note | Channels, period, countries and start | It records what the payment buys |

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.

**Vague and clear line items**

| Item | Vague | Clear |
| --- | --- | --- |
| Video | UGC content | 30-second video, vertical 9:16, 1 hook, 1 round of changes |
| Usage | Usage rights | Paid usage: TikTok and Meta ads, US and Canada, 3 months from the first ad |
| Raw footage | Files | Raw footage for both videos, same usage terms as the edited videos |
| Discount | Discount | Bundle discount: 3 videos from one shoot, 10% |

_Example wording._

### 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](https://ugcstars.com/resources/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](https://ugcstars.com/creator-hub/glossary#raw-footage), extra [hook variations](https://ugcstars.com/creator-hub/glossary#hook-variation), 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](https://ugcstars.com/tools/ugc-rate-calculator) and list them in the [Rate card template](https://ugcstars.com/creator-hub/rate-card), 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.

**Example invoice**

| Line | Qty | Unit price | Amount |
| --- | --- | --- | --- |
| 30-second video, vertical 9:16, 1 hook, 1 round of changes | 2 | $125 | $250 |
| Extra hook variations, 2 per video | 4 | $20 | $80 |
| Paid usage: TikTok and Meta ads, US and Canada, 3 months from the first ad | 2 | $50 | $100 |
| Raw footage for both videos, same usage terms | 1 | $50 | $50 |
| Subtotal |   |   | $480 |
| Deposit paid 3 November, invoice 2026-014 |   |   | −$240 |
| Amount due by 1 December 2026 |   |   | $240 |

_Hypothetical amounts in US dollars (USD). Invoice 2026-015, dated 17 November 2026. No tax line: whether yours needs one depends on where you and the brand are._

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.

**When to invoice: the main options**

| Option | When you invoice | Works well for | Trade-off |
| --- | --- | --- | --- |
| 100% upfront | Once the agreement is signed | Small jobs and new clients | Some finance teams won’t pay before delivery |
| 50/50 | Half before filming, half on delivery | Most one-off jobs | Two invoices to track, and the second can still be late |
| On delivery | All of it when you deliver | Repeat clients who pay on time | All the work is done before any money arrives |
| Milestones or monthly | Per batch, or each month | Large orders and retainers | Each invoice must say which videos it covers |

A 50/50 split is a sensible default with a new client. The [deposit](https://ugcstars.com/creator-hub/glossary#deposit) covers your time if the brand cancels, and the [Simple UGC agreement](https://ugcstars.com/creator-hub/agreement) sets it up, with a [kill fee](https://ugcstars.com/creator-hub/glossary#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](https://ugcstars.com/creator-hub/glossary#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](https://ugcstars.com/creator-hub/glossary#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](https://ugcstars.com/creator-hub/glossary#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](https://ugcstars.com/creator-hub/glossary#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.

**Example invoice email**

| Part | Example |
| --- | --- |
| Subject | Invoice 2026-015: night cream videos, due 1 December |
| Opening | Hi Dana, attached is invoice 2026-015 for the two night cream videos I delivered today. |
| The amount | The balance is $240 USD after the deposit, due by 1 December. Payment details are on the invoice, with your PO number. |
| Close | Let me know if finance needs anything else from me. Thanks again, Alex |

_Example. The names, numbers and dates are made up._

## 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](https://ugcstars.com/creator-hub/email-replies) works as the first reminder.

**A reminder sequence**

| When | Example message |
| --- | --- |
| 1 day late | Hi Dana, invoice 2026-015 for $240 USD was due yesterday. Could you check it reached the right team? I’ve attached it again. |
| 7 days late | Hi Dana, invoice 2026-015 is now a week overdue. Could you tell me when it’s scheduled to be paid? |
| 14 days late, copying finance | Hi Dana, invoice 2026-015 is two weeks overdue, so the $20 late fee in our agreement now applies. The usage rights begin once it’s paid in full. Could you confirm payment this week? |
| 30 days late | Hi Dana, invoice 2026-015 is 30 days overdue. Please pay the $260 USD due, including the late fee, within 7 days. After that I’ll follow the formal process for unpaid invoices. |

_Example messages for the hypothetical invoice above, assuming a $20 late fee after 14 days in the agreement._

### If it still isn’t paid

Charge a [late fee](https://ugcstars.com/creator-hub/glossary#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.

### For creators

- [ ] Does every line match the quote or agreement the brand approved?
- [ ] Is usage on its own line, with channels, period, countries and start?
- [ ] Is the invoice number next in the sequence?
- [ ] Is the due date written as a date?
- [ ] Is the currency code next to the total?
- [ ] Are your payment details complete?
- [ ] Is the brand’s PO number on it, if they use one?
- [ ] Have you checked whether you need a tax line?
- [ ] Have you saved a PDF copy and logged the due date?

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.

## Join UGCStars free

One form, about two minutes. Get discovered by brands. [Join as Creator](https://ugcstars.com/join/creator)

## More free tools

- [UGC rate calculator](https://ugcstars.com/tools/ugc-rate-calculator) (For Creators)
- [UGC budget calculator](https://ugcstars.com/tools/ugc-budget-calculator) (For Brands)
- [UGC brief generator](https://ugcstars.com/tools/ugc-brief-generator) (For Brands)
- [UGC portfolio checker](https://ugcstars.com/tools/ugc-portfolio-checker) (For Creators)