Budgets and Fees
Part of Influencer reporting for brand and finance teams
Reconciling creator invoices with delivered assets
Match creator invoices to agreed milestones, files, live posts and variations while keeping payment terms and GST treatment clear.
Match each creator invoice line to the accepted agreement and the evidence for its payment milestone. Check the amount, scope and GST treatment, then record whether the relevant file was supplied or the post went live. Campaign performance is a separate question unless the agreement expressly makes it a payment condition.
Start with the accepted obligation
List each agreed deliverable or milestone, its fee, due date, completion condition and accepted changes. A video file, a published post and a separate story may be different obligations even when they come from one shoot.
Keep documented variations with the original scope; a changed tracker cell does not by itself show that both parties accepted a new fee or milestone.
Match one invoice line at a time
Check the supplier, invoice reference, description, amount and payment term against the agreed line. Record whether the amount includes GST where applicable.
Australian guidance distinguishes tax invoices used by GST-registered businesses from regular invoices used by businesses that are not GST-registered. Finance should check the required details for the actual invoice type rather than assume every creator charges GST.
Attach evidence that fits the milestone: a final file and acceptance record for a file handover, or the live account, URL and publication time for a posting obligation. A scheduled post is not evidence that it appeared. A live post may still leave a separately promised file outstanding.
| Status | Record | Next step |
|---|---|---|
| Matched | Agreed line, completion evidence and invoiced amount align | Process under the agreed payment terms |
| Partly delivered | Completed and outstanding obligations | Check whether the milestone allows partial payment |
| Amount differs | Accepted amount and invoiced difference | Locate an agreed variation or seek clarification |
| Description unclear | Milestone that cannot be identified | Request a clearer invoice |
| Delivery disputed | Submitted version and specific objection | Follow the agreement's review or dispute process |
These working labels do not determine contractual entitlement.
GST Treatment: Tax Invoice vs Regular Invoice
- Tax Invoice (GST-registered business)Required for input tax credits; must include ABN, date, description of goods/services, GST amount and total including GST.
- Regular Invoice (Non-GST-registered business)No GST required; does not need ABN or GST breakdown but should still include essential details like date, description and amount.
Key Evidence to Confirm Delivery of Obligations
- Final video file and acceptance confirmationProves successful handover of a filmed asset.
- Live post URL, account and publication timeConfirms content went live on the correct platform at the right time.
- Scheduled post proofNot sufficient – must confirm actual publication.
- Accepted version of asset after revisionsMust be documented if edits were made post-approval.
Record exceptions without assigning blame by default
If a video was supplied but not published, say which obligation is complete and which remains open. If the brand requested another edit after approval, check whether the work and price were agreed. If the brand supplied a product late, record that beside the missed date. Name any factual or disclosure issue affecting acceptance precisely.
For a disputed payment, preserve the invoice, relevant asset version and objection. Raise the particular line under the agreement's terms; do not silently change the ledger amount. Record the decision maker, date, amount approved for payment and remaining obligation.
Keep the invoice, accepted scope, variations and delivery evidence together under the business's record-keeping process. The reconciled record establishes what work and payment have been accounted for; pass the final asset and cost data to the campaign report for its separate performance review.
