Social media management invoice
Invoice template for social media managers: monthly content calendar, social post production and community moderation. Download it as Excel or Word.
Templates by industry
- Monthly content calendar
- Social post production
- Community moderation
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Monthly content calendar" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "Community moderation". Deliver the activity log, results with reporting periods and data sources, and a list of next actions.
Send the billing record
Send the final charges, delivery reference and due date to the customer, then reconcile payment against the invoice number.
This invoice bills a month of running a client’s social media accounts: planning the content calendar, producing the posts and answering the comments and messages that come in. It carries no media spend, unlike an advertising invoice; boosted posts and paid placements are billed apart or paid by the client to the platform. Name the month and the channels covered, so the client can line the charge up against the posts that actually went live.
Fields to prepare
- Deliverables and line items
- Monthly content calendar, Social post production, Community moderation: record the quantities actually supplied and the service period.
- Monthly content calendar
- Charge the calendar once for the month it plans, and add the date the client approved it so later changes to the plan show up as extra work.
- Social post production
- Count posts per channel rather than as one total, and treat a carousel or short video as its own unit when it took more work than an image post.
- Community moderation
- Bill moderation by the hour or as a monthly block, and state the hours of cover, for example weekdays only, so evening replies are not assumed.
- Channels and activity volume
- List the accounts, sites or campaigns and the number of publishing, analysis or optimization tasks.
- Period and reporting basis
- Set the service period, comparison baseline, client-supplied data and report delivery date.
- Scope to agree
- Record posts per channel, the service month, moderation hours and the content approver.
Before sending
- Does “Monthly content calendar” show the quantity actually supplied, not the quantity first quoted?
- Is “Social post production” charged at the rate the customer agreed to, with any change approved?
- Is “Community moderation” finished and accepted, or does it belong on a later invoice?
Show 3 more
- Identify whether media spend, paid tools and content production are included.
- Base acceptance on agreed work and reports without treating a ranking or revenue result as a guaranteed deliverable.
- Match completed work to the order or approval record, and confirm the payment due date and amounts already received.
Worked example with sample figures
The figures below are invented to show how the template adds up: 3 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Monthly content calendar | 3 × $60.00 | $180.00 |
| Social post production | 20 × $180.00 | $3,600.00 |
| Community moderation | 5 × $650.00 | $3,250.00 |
| Subtotal | $7,030.00 | |
| Sales tax (8%) | $562.40 | |
| Total | $7,592.40 | |
Net amount $7,030.00, sales tax $562.40, total payable $7,592.40.
What the document must show
The details an invoice has to show, and why each one matters, are set out in the guide below.
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending.
Official rate reference: US government: state and local taxes
Full requirements: How to write an invoice: a step-by-step example
Frequently asked questions
Should the client’s budget for boosted posts go on this invoice?
Keep it off unless you paid the platform yourself. If you did, add it as a separate line marked as a cost passed on, with the platform’s receipt attached, so your management fee and the media cost never merge into one amount.
How do I bill posts the client approved but then stopped before publishing?
If the post was produced, the work was done: bill it at the agreed rate and note that it was not published at the client’s request. If your agreement says unpublished posts are not charged, follow that instead and say so in the notes.
Can one invoice cover several brands run by the same client?
Yes, when the same company pays for all of them. Put the brand or account name at the start of each line, or repeat the three lines once per brand, so each brand team can check its own share before approving payment.
How is the sales tax worked out on this invoice?
The worked example above uses an example rate of 8%: $562.40 on a net amount of $7,030.00, for a total of $7,592.40. The editor recalculates all three when you change a quantity, a price or the country.
Can I use it in another language or currency?
Yes. The document language can be set to any of 33 languages, and changing the country setting updates the currency, the date format and the tax rate.
Read next
Reading for the Social media management invoice: How to write an invoice: a step-by-step example and Credit note vs invoice (and credit memo): how to issue one. The VAT and GST calculator works out the tax line for you.