Invoice template for social media managers
Most social media work is billed as a monthly retainer, and most disputes start when the month gets busier than the retainer assumed. A launch week, a crisis thread in the comments, three extra Reels the client asked for on a Friday. If the invoice only says "Social media management, October", there is no record that any of that was extra, and next month the extra becomes the baseline.
The other common mess is money that is not yours. Ad budgets, boosted posts and influencer fees should be paid by the client directly on their own card or ad account. If you do front them, put them on the invoice as a separate pass-through line with the receipts attached, so your fee and the platform's charges are never mixed in one number.
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What social media managers forget to bill
- Posts or Reels produced beyond the number in the retainer, priced per piece.
- Community management hours over the included amount, for example a launch weekend spent answering comments.
- Scheduling and analytics tool seats you pay for on the client's behalf.
- Ad spend or boosts you fronted, passed through at cost with platform receipts attached.
- Content shoots, stock footage or music licences bought for the client's account.
- Monthly reporting calls or extra strategy sessions not covered by the retainer.
Questions social media managers ask
Should social media managers bill ad spend on their invoice?
It is cleaner if they do not. Have the client add their own card to the ad account and give you access as an advertiser. If you have to front a boost, bill it as its own pass-through line with the platform receipt, separate from your management fee.
How do social media managers charge for extra posts?
Set a per-post or per-video price in the retainer agreement and bill anything above the monthly count at that price. Listing the extras by date and platform on the invoice makes them hard to argue with.
Do I invoice a retainer before or after the month?
Before is the norm. The retainer reserves your time for the month, so it is invoiced on the first and extras from the previous month are added as separate lines on the same invoice.
Keep the next one in OIO
Numbered automatically, tied to the client and the project, outstanding until you mark it paid. Overdue invoices get their own list and a reminder written for you. Free plan, no card.
Start freeAlso for social media managers: quote template and contract template. Invoice templates for related trades: marketing consultants, content writers, copywriters, graphic designers. Or browse all invoice templates.