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How to: Invoice

White Rabbit Social

G’day, fellow Aussie content creators. We’ve all been there. How the hell do I make an invoice? I don’t even have an ABN! Do I need an ABN? What do I do?! Let’s go step by step through a basic How to: Invoice, and we can go from there.

Whether you're making video content, snapping photos for UGC, writing blog posts or doing the odd review- it's essential to keep your creative journey organised.

If you're registered for GST, your invoices should be called 'tax invoice'. If you're not registered for GST, your invoices should not include the words 'tax invoice' – you must issue standard invoices.

If a brand requests a tax invoice and you’re not registered for GST, provide a regular invoice showing there is no GST included in the price. You can do this by including the statement ‘No GST has been charged’ or by showing the GST amount as zero. Source: Payments and invoicing

Much of this info won’t change invoice to invoice. The first always has the most information gathering, then every invoice after can be a slightly edited version of the first!

Get Your Info Together

Before we dive in, gather the info you'll need:

  1. Your details: Put down your full name, contact info, billing address (this will be the same as your residential address unless you have an office address) and any social media or online profiles/alias’ you go by online. This all sits with itself in your invoice. It falls under your details as a supplier.

  2. Client's info (aka “billed to”): Note your client's name or handle/username (if they have one) and their contact details. Make sure to attention it to the person you’re liaising with, or whoever they they request the “Att: to”.

  3. Invoice number: Make a unique number for your invoice that can change when you’re creating other invoices. (like INV001).

  4. Invoice date: Write down the date you are sending the brand the invoice.

  5. Payment terms: Say when you'd like to get paid- Add a late fee disclaimers such as “Please be aware that we will charge a 10% fee for total invoice cost per week on late invoice payments.”

  6. Describe your services briefly or scope: Explain what you did—whether it's shooting videos, taking photos, writing, or designing.

  7. Rates: If you charge by the hour, tell them how many hours you worked and your hourly rate. If it's a fixed price, state that.

  8. Payment details: Be clear on how they can pay, whether it's through PayPal, bank transfer, or something else. You can provide multiple options.

Note: Numbers correspond to above points.

Grab an Invoice Template

Pro Tip: Leave the cuteness for the content. Straight forward, plain invoices are the easiest for brands to process.

Find an invoice template online that suits your style and needs. You can find loads of free options out there, our favourites are on Canva. Just search “Invoice” and hundreds of free templates pop up.

This is the one we’ve used above: “Gray Black White Minimalist Elegant Freelancer Invoice”

How to Pay You

Make sure it's crystal clear how they can pay you. Share your PayPal email or bank details, so there's no confusion. You can provide multiple methods of payment.

Check, Double-Check

Before sending your invoice, give it a once-over:

  • Make sure everything's accurate.

  • Check the maths, twice!

  • Review the payment instructions one more time.

  • Note the due date in your calendar so you can chase up late payments.

Save and Send

  • Did they ask you to CC accounts? Are they requesting you fill out a supplier form? Send all the relevant financial details over in the one email.

Get Paid!

Once your invoice is out there, keep an eye on the due date and follow up with reminders if necessary. Many online tools can automate this for you. Consider using an online tool to do the stress going forward.

Easy invoicing tools & Guides

Do you need an ABN?

You can apply for an ABN for free through the ATO here.

It’s a free and easy process- but you might not be eligible for one, and ABN’s that go unused are cancelled by the ATO. You are able to get your ABN reinstated at any time, even if it’s been cancelled- but it’s best to apply for one when you know you’re eligible.

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