Professional Podcast Invoice Template
Bill sponsors and clients professionally with our complete invoice template designed for podcasters and producers.
Fill in your podcast invoice
Edit any line, set your tax rate (0% is fine) and download a PDF. Line amounts, tax and the balance due calculate as you type.
Tax starts at 0%. Enter the rate that applies to you, or leave it at 0 if you do not charge sales tax or VAT.
For example a deposit. The PDF then shows the balance due.
- Nothing is saved on our side. Download the PDF before you leave the page.
- Amounts print with a $ sign. If you bill in another currency, say so in the notes.
- Prefer to edit offline? Download this starting point as Excel (.xlsx) or Word (.docx).
As a podcaster or podcast producer, you create content that informs, entertains, and builds dedicated audiences. Whether you're billing sponsors for ad reads or clients for production services, professional invoicing is essential for running a successful podcast business. This guide covers everything podcast professionals need to know about invoicing for sponsorships, production, and related services.
What the podcast invoice covers
What you can do with this template, and what it does not do.
CPM-Based Sponsorship Billing
Calculate sponsorship fees using cost-per-thousand downloads (CPM) rates, with separate pricing for pre-roll, mid-roll, and post-roll ad placements based on episode download numbers.
Download Metrics Documentation
Include 30-day or 60-day download numbers for sponsored episodes at time of invoicing to validate CPM rates and provide proof of audience delivery.
Host-Read vs Produced Ad Tracking
Distinguish between host-read endorsements (premium rates) and produced ad spots, with separate billing for live reads versus scripted placements.
Production Service Itemization
Bill separately for audio editing, mixing, show notes writing, transcription services, and episode uploads with per-episode or hourly rates.
Multi-Episode Campaign Tracking
Track and invoice for multi-episode sponsorship campaigns with episode-by-episode breakdown showing air dates, ad placements, and download numbers.
Recurring Sponsor Management
Set up recurring monthly invoices for ongoing sponsor relationships with automatic CPM calculations based on average monthly downloads.
How to fill in your podcast invoice
- Business Information: Your name or company, address, email, and podcast name.
- Client/Sponsor Details: Company name, billing contact, and purchase order if provided.
- Invoice Details: Invoice number, date, campaign period, and due date.
- Campaign/Project Reference: Sponsor campaign name or production project reference.
- Episodes: List of episodes with air dates and sponsorship/production details.
- Ad Placement: For sponsorships: pre-roll, mid-roll, post-roll positions.
- Download Numbers: For sponsorships: episode downloads at time of billing.
- Read Type: Host-read vs. produced ad; live read vs. scripted.
- Production Details: For production: editing, mixing, show notes, etc.
- Total Amount: Rate calculation, any taxes, and grand total.
- Payment Terms: Due date and accepted payment methods.
- Invoice After Episodes Air: For sponsorships, invoice once sponsored episodes have published.
- Include Episode Links: Provide direct links to episodes for sponsor verification.
- Document Download Numbers: Include download metrics as of invoice date or per contract.
- Specify Ad Placement: Clearly indicate pre-roll, mid-roll, or post-roll placement.
- Note Read Type: Specify host-read vs. produced; live vs. scripted reads.
- Track All Episodes: For multi-episode campaigns, list each episode separately.
- Bill Production Monthly: For ongoing production, invoice monthly or per episode batch.
- Separate Services: Itemize: editing, show notes, transcription, uploads separately.
- Reference Contracts: Note the sponsorship agreement or production contract.
- Follow Up on Late Payments: Sponsors often pay Net 30-60. Follow up systematically.
Podcast rates vary by audience size, niche, and service type:
Sponsorship CPM Rates (per 1,000 downloads):
- Pre-roll (15-30 sec): $15-$25 CPM
- Mid-roll (60 sec, most valuable): $25-$50 CPM
- Post-roll (15-30 sec): $10-$20 CPM
- Host endorsement: +50-100% premium
- Niche/premium audiences: Up to $100+ CPM
Flat Rate Sponsorships:
- Small podcast (<5K downloads): $100-$500/episode
- Medium podcast (5K-25K): $500-$2,000/episode
- Large podcast (25K-100K): $2,000-$5,000/episode
- Major podcast (100K+): $5,000-$25,000+/episode
Production Services:
- Basic editing: $75-$150/episode
- Full production: $150-$300/episode
- Premium production: $300-$500+/episode
- Show notes: $25-$75/episode
- Transcription: $1-$3/minute
- Monthly retainer: $500-$2,000/month
Recommended payment terms for podcast services:
For Sponsorships:
- Invoice after episode(s) air
- Net 30 standard (some brands: Net 60)
- Include download verification
- Multi-episode: invoice monthly or per flight
For Production Services:
- Per-episode: invoice upon delivery
- Retainer: invoice at start of month
- New clients: consider upfront payment
- Net 7-14 payment terms
For Agencies:
- Expect Net 60-90 payment cycles
- Get contract terms in writing
- Build into cash flow planning
Campaign Payments:
- Short campaigns: 100% at end
- Long campaigns: monthly invoicing
- Consider deposits for large commits
Late Payment:
- Grace period: 7-14 days
- Follow up via email
- Consider pausing future spots
- Late fees per contract terms
- No Episode Documentation: Always include episode links and air dates for verification.
- Missing Download Metrics: For sponsorships, include download numbers as proof of delivery.
- Unclear Ad Placement: Specify exactly where in the episode the ad appeared.
- Not Separating Services: For production, itemize editing, show notes, etc. separately.
- Weak Contract References: Reference the sponsorship or production agreement on invoices.
- Poor Follow-Up: Sponsors and agencies often pay late. Follow up consistently.
- Underpricing Host Reads: Host-read endorsements are valuable. Price them appropriately.
- Not Billing Extras: Rush delivery, extra revisions, and add-ons should be billed.
- Inconsistent Invoicing: Invoice on a regular schedule. Don't let receivables pile up.
- Missing Exclusivity Fees: If sponsors want exclusivity, that should be priced separately.
Podcast invoice: frequently asked questions
Related resources
For agencies
Guides and articles
Related invoice templates
Explore more professional invoice templates for different industries
YouTube Invoice Template
Invoice template for YouTubers billing brands for dedicated videos and integrations, tracking view counts at invoice time, separating production costs (filming, editing, graphics), and charging premium rates for whitelisting videos as ads and extended usage rights.
Influencer Invoice Template
Invoice template for influencers billing brands for sponsored feed posts, stories, and reels with separate pricing for extended usage rights (social ads, website use), exclusivity periods, and whitelisting fees for Spark ads and boosted content.
Videography invoice template
Videography invoice template for pre-production, shoot days, editing and delivery, with equipment, crew and music licensing on separate lines.
Musician invoice template
Bill for live performances, recording sessions, and music production with separate line items for rehearsal time, travel, equipment rental, and ongoing royalty tracking.
Create Professional Podcast Invoices
Start invoicing sponsors and clients professionally with our podcast invoice template!