In short
A UGC invoice sent to a brand should include, among other things: a unique, sequential number, the date, your details and business registration or tax number, the brand's details, the services, amounts excluding tax, the tax charged or the exemption wording, the due date and your late payment terms. Exact requirements depend on your country: check your local tax office's list.
When to send your invoice
Between businesses, you invoice once the service is done, which means when you deliver the videos. If you asked for a deposit, issue a deposit invoice on order, then a final invoice on delivery that deducts the deposit.
Copy the lines of the accepted quote exactly: the brand compares the two documents. See our UGC quote template.
The checklist
This list covers what most countries require on a business-to-business invoice. Your local rules may add items.
- Invoice number, unique, in an unbroken sequence (INV-2026-001, INV-2026-002…).
- Issue date, and the date of the service if different.
- Your identity: name or trading name, business status, address, business registration number and, if you have one, your VAT or tax number.
- The brand's identity: company name, billing address and, for a business in another EU country, its VAT number.
- The services: description, quantity, unit price excl. tax (for example "Vertical UGC video, 30 s, 2 × €250").
- The rights granted, if they are charged: use, platforms, duration.
- Total excl. tax, tax rate and amount, total incl. tax. If you don't charge tax, the reason, with the wording your rules require.
- Due date for payment.
- Late payment terms: interest rate and any fixed recovery fee.
- Payment details: bank account, accepted payment methods.
Payment terms: what the law says
In the European Union, if nothing is agreed, a business must pay within 30 days. An agreed term between businesses should not exceed 60 days unless it's expressly agreed and not grossly unfair. Late payment interest applies, plus a fixed compensation of at least €40 for recovery costs. The UK has similar rules under its late payment legislation. Elsewhere, your contract and invoice terms are what count.
Write a short, clear term: "Payment within 15 days, by bank transfer". A vague term quickly turns into 60 days.
E-invoicing is coming
Several countries are making electronic invoicing mandatory between businesses, in stages. Belgium has required it since 2026, and in France every business must be able to receive e-invoices, with the obligation to issue them reaching small businesses in September 2027. Check the timetable with your local tax authority.
If you invoice a brand in another country, the tax rules change (for example the reverse charge within the European Union). If in doubt, ask an accountant or your tax office.
After you send it: track the due date
The real challenge in UGC isn't making the invoice, it's getting paid on time. Note the due date, send a friendly reminder the day before if the amount is large, and follow up the day after it's late. The full method is in the guide unpaid invoice.
Common questions
Can you send a UGC invoice without a registered business?
In most countries, invoicing brands requires a registered activity, often a simple freelance or sole trader status, with a registration number to show on the invoice. Check with your local tax office.
What do you write if you don't charge VAT or sales tax?
The invoice shows the amount excluding tax, with no tax added, and states why, for example that you are below the registration threshold. The exact wording depends on your country.
Does a free product from the brand go on the invoice?
If the brand pays you in products, on top of or instead of money, that product has a value that may be taxable. Check with an accountant for your situation.
How long should you keep your invoices?
Usually between 5 and 10 years depending on the country (10 years in France, for example). Keep the accepted quote and your emails with the brand too.
This guide gives practical pointers. Rules vary by country: it doesn't replace advice from an accountant or a lawyer for your situation.