Guide
InvoicingPayment TermsContent CreatorBusinessUSAHow to Invoice as a Content Creator: Templates, Payment Terms, and Late Fees
Getting paid reliably is as important as doing good work. Sloppy invoices get paid late. Invoices without late fees get ignored. Professional invoicing with clear payment terms signals that you run a real business and helps you get paid faster. This guide covers every element of a professional creator invoice and how to handle late payments.
Last updated: February 26, 2026
Step-by-Step Guide
Create a standard invoice template
Set up a template in Wave (free), QuickBooks, or FreshBooks with your business name, EIN, payment methods, late fee policy, and payment terms pre-filled. Customize only the line items for each project.
Establish your standard payment terms
Decide on your default terms (recommended: 50% upfront for new clients, Net-15 for established clients). Apply these consistently so clients know what to expect.
Invoice immediately upon delivery
Send the invoice the same day you deliver the content or publish the video. Delays in invoicing create delays in payment and complicate your tax records.
Set up automated payment reminders
Configure your invoicing software to send reminders 3 days before due, on the due date, and 7 days after. Automation removes the awkwardness of manual follow-up.
Follow your late fee policy consistently
Apply late fees when you said you would. Inconsistent enforcement signals that your terms are negotiable. If you waive a fee, communicate clearly that it is a one-time exception.
What a professional creator invoice must include
A legally valid invoice does not need to be complex, but it must contain specific information to be enforceable and protect you in a dispute.
Required elements:
1. Your business name and address — Use your LLC name if you have one
2. Your client's full legal name and address — Critical for contract enforcement
3. Invoice number — Sequential numbering (INV-001, INV-002) for your records and theirs
4. Invoice date — The date you issued the invoice
5. Due date — Specific date, not vague 'net 30' without the calendar date
6. Line items — Specific description of each deliverable: 'One 60-second integrated sponsorship mention in YouTube video published October 15, 2026'
7. Unit price and quantity — Break out each deliverable if billing multiple items
8. Total amount — Clear total in US dollars
9. Payment methods accepted — ACH bank transfer, wire transfer, check, PayPal Business, etc.
10. Late payment policy — '1.5% per month on balances outstanding beyond the due date'
11. Your EIN — Required for brands to issue 1099 forms to you
Optional but recommended: Project reference number, campaign or deliverable link, early payment discount (2% if paid within 5 days), dispute resolution clause reference.
Payment terms: net-15, net-30, and what to use
Payment terms define when you expect to be paid after issuing an invoice. The choice significantly affects your cash flow.
Net-15: Payment due 15 days from invoice date. Best for independent creators, small brands, and established relationships. Reduces cash flow gap significantly.
Net-30: Payment due 30 days from invoice date. Standard in corporate environments and with larger brands. Many agencies default to net-30 regardless of what you specify.
Net-60: Payment due 60 days from invoice date. Common with very large corporations. Brutal for cash flow and should command a higher rate.
50% upfront, 50% on delivery: The safest approach for new clients or high-value projects. Reduces your exposure if a brand disputes the work or delays payment. Many experienced creators use this for any deal over $2,000.
Recommended structure for creators:
- Deals under $1,000: Net-15, full payment on delivery
- Deals $1,000-$5,000: 50% upfront, 50% Net-15 on delivery
- Deals over $5,000: 50% upfront, 50% Net-15 on delivery, with usage rights delivery contingent on full payment
Getting brands to accept better terms: Frame it as your standard process, not a negotiation. 'My standard arrangement for new clients is 50% upfront to hold the schedule and 50% on delivery.' Most brands will accommodate this if you present it confidently.
Late fees and chasing overdue invoices
Late payment is common in the creator economy, especially with agencies. A clear late fee policy and consistent enforcement is the only reliable way to be paid on time.
Late fee setup: Include on every invoice: '1.5% per month (18% per year) on balances outstanding beyond the due date.' This is legal in all US states and is a standard commercial rate. Most states cap late fees at 1.5-2% per month for commercial transactions.
Overdue invoice follow-up sequence:
- Day 1 past due: Friendly reminder email
- Day 7 past due: Firmer follow-up noting the late fee will apply
- Day 14 past due: Escalate to brand directly (not just the marketing coordinator), copy accounts payable, state total with late fee added
- Day 30 past due: Send formal demand letter, state intent to pursue collection
Small claims court: For unpaid invoices under $5,000-$15,000 (limits vary by state), small claims court is practical. Filing fees are $30-$100. You represent yourself. Winning is likely with a signed contract and invoice records. Many brands pay simply after receiving the small claims notice.
Late payment prevention: Always have a signed contract before doing any work. Collect upfront payment before beginning. Invoice immediately on delivery. Use invoicing software that sends automatic payment reminders.
Disclaimer: This is general information about business practices. It is not legal advice. Consult an attorney for contract disputes or debt collection matters.
Pro Tips
- Wave (free) and Honeybook ($16-$32/month) are popular invoicing tools among content creators — both generate professional PDFs and accept online payments
- Getting a client's accounts payable email address and including it on every invoice reduces payment delays compared to only invoicing the marketing contact
- State your payment methods prominently — many brands prefer ACH bank transfer (fast, free) but will not mention it if you only list PayPal
- A signed contract with clear payment terms is the single most effective invoice management tool — without it, your invoice is just a request
- Track every invoice with your accounting software: invoice number, client, amount, due date, and payment date — essential for tax records and dispute documentation