Freelance Content Creator Invoice Guide India: Templates & Best Practices

Every invoice must include:

1. Your details: Name/business name, address, PAN, GSTIN (if registered)
2. Brand details: Company name, address, GSTIN
3. Invoice number: Sequential (INV-2026-001, INV-2026-002...)
4. Date: Invoice date and due date
5. Description: Specific deliverables ("1 Instagram Reel featuring [product]")
6. Amount: Base fee, GST breakdown, total
7. Payment details: Bank name, account number, IFSC code, UPI ID
8. Terms: Payment due date, late payment policy

Sample invoice breakdown:
- Base rate: ₹25,000
- CGST (9%): ₹2,250
- SGST (9%): ₹2,250
- Total: ₹29,500
- Payment due: Within 30 days of invoice date

If NOT GST registered:
- Don't charge GST on invoices
- Invoice total = base rate only
- Mention "GST not applicable" on invoice

Recommended payment terms for creators:

| Scenario | Payment Terms |
|---|---|
| New brand (first deal) | 100% advance before content creation |
| Established relationship | 50% advance, 50% on delivery |
| Large agency | Net 30 days (industry standard) |
| Long-term retainer | Monthly payment on 1st of each month |

How to ensure timely payment:
1. Always send invoice immediately upon agreement
2. For advance payments, don't start work until payment is received
3. Send payment reminders on due date and 7 days after
4. Include late payment clause: "2% penalty per week after due date"
5. For amounts above ₹50,000, consider a simple contract

Payment methods in India:
- Bank transfer (NEFT/IMPS): Most professional
- UPI: Quick for smaller amounts
- PayPal: For international brands
- Razorpay/Instamojo: For automated invoicing

What to do when brands don't pay:
1. Polite reminder email at day 7 past due
2. Firm follow-up call at day 14
3. Formal written notice at day 30
4. Escalate to brand's accounts department
5. Consider legal notice for amounts above ₹1 lakh

Free invoicing tools for Indian creators:

1. Zoho Invoice (Free): Professional templates, GST-compliant, automated reminders
2. Instamojo: Invoice + payment link in one, ideal for digital products
3. Google Sheets: Simple but customizable — many free templates available
4. Canva: Beautiful invoice designs (search 'invoice template')
5. Refrens: Free invoicing platform popular with Indian freelancers

Template recommendation:
Use Zoho Invoice or Refrens for regular brand deals (automated, professional, GST-compliant). Use Canva for one-off invoices where visual design matters.

Organizing your invoices:
- Number invoices sequentially (never reuse numbers)
- Save copies in a Google Drive folder organized by month
- Track payment status in a simple spreadsheet
- Keep invoices for 6 years (tax audit requirement)

Pro tip: Create a standard invoice template and fill in only the variable fields (brand name, deliverables, amount) for each new deal. This saves time and ensures consistency.

TDS (Tax Deducted at Source):
Brands may deduct TDS before paying you:
- Section 194C: 1% TDS for payments above ₹30,000 per transaction (or ₹1,00,000 annual aggregate)
- Section 194J: 10% TDS for professional/technical services

How TDS works:
- Brand owes you ₹29,500 (including GST)
- Brand deducts 1-2% TDS: ₹295-₹590
- Brand pays you: ₹28,910-₹29,205
- Brand deposits TDS with government
- You receive Form 16A/TDS certificate
- You claim TDS credit while filing ITR

Important: TDS is NOT an additional tax — it's advance tax that reduces your final tax liability. Always collect Form 16A from brands to claim TDS credit.

Invoicing for international brands:
- Invoice in USD or as per brand's currency
- GST may not apply (export of services — 0% GST)
- Ensure payment in forex through proper banking channels
- LRS (Liberalized Remittance Scheme) applies
- Consult CA for international invoicing compliance