What to put on an invoice to a brand (India)

By the My Collabs team · 31 October 2026

A missing PO number or a wrong company name is one of the most common reasons brand payments get stuck in a finance team's queue. A complete, clear invoice is the cheapest way to get paid on time. Here's what to include.

Your details

Your name, or your business name if you have one
Your address and contact email
Your PAN: brands need it to deduct and report TDS correctly
Your GSTIN, if you're registered for GST

Invoice basics

A unique invoice number, in sequence (for example MC-2026-014). Never reuse a number.
Invoice date and a clear due date ("Payment due by 30 November 2026")

The brand's details

The brand's registered legal name and billing address. This is often different from the brand name you see on Instagram, so ask your contact for it.
The brand's GSTIN, if you're charging GST
Any purchase order (PO) or reference number they gave you
The name of the person who commissioned the work

What you're billing for

Describe the work so someone in accounts can match it to the campaign without asking you: the campaign name, each deliverable, the posting dates and links to the live content.

GST: only if you're registered

If you're registered for GST, show the taxable amount and the GST separately. For a client in your own state that's usually CGST and SGST; for a client in another state, IGST. Your accountant can confirm the right rate and service code for your work.

If you're not registered, don't add GST to your invoice. For service providers, registration generally becomes mandatory once annual turnover crosses ₹20 lakh (₹10 lakh in some special-category states), so keep an eye on your total as you grow.

TDS: expect it, and plan for it

Many brands deduct TDS before paying you, so the amount that reaches your account can be lower than your invoice. That's normal. The tax isn't lost: it's credited against your PAN, and you can claim it when you file your return. Ask the brand for the TDS certificate (Form 16A) and check the credit appears in your tax statement.

How to pay you

Account holder name, account number, IFSC and bank name
Optionally a UPI ID for smaller amounts
Payment terms, such as "50% received in advance, balance due within 30 days of posting"

Template

INVOICE MC-2026-014 Date: 31 Oct 2026 Due: 30 Nov 2026 From: [Your name / business], [address], [email] PAN: [ABCDE1234F] GSTIN: [if registered] To: [Brand's legal name], [billing address] GSTIN: [brand GSTIN] PO / ref: [number] Contact: [name] Campaign: [Diwali launch] 1. Instagram reel (45s), posted 24 Oct 2026, [link] ...... ₹18,000 2. Story set (3 frames), posted 24 Oct 2026 ............... ₹6,000 Subtotal ................................................... ₹24,000 GST [if registered: IGST 18% / CGST 9% + SGST 9%] .......... ₹[amount] Total ...................................................... ₹[total] Less advance received ...................................... ₹[amount] Balance due ................................................ ₹[amount] Pay to: [Account name], A/c [number], IFSC [code], [bank] Thank you!

Send it right

Send it as a PDF on the day you deliver, to both your contact and the finance email.
Use a clear subject line: "Invoice MC-2026-014 – [Brand] – [Campaign]".
Note the due date, and if it passes, follow our late payment guide.

Track every collab in one place. My Collabs is a free app that shows what each brand has agreed, paid and still owes you, with alerts before deadlines.

Try My Collabs free

This guide is general information, not legal, tax or financial advice. Rules change, so check the current position or ask a professional for your situation.