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Accounting and invoicing for UGC agencies

Brands order UGC videos in packages, and the agency sources creators, steers briefings, checks material and delivers files with rights. Saldiqo writes the invoices to brands, records the creators’ invoices as expenses and shows per brand what is left after fees and product shipping.

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What comes up for UGC agencies

Packages with many creators

A package of ten videos comes from five creators. Each has a fee, a product and rights.

Briefing, check, revision

The agency steers the process. Its work appears as a separate line next to the creators’ fees.

Product shipping and rights

Samples have to reach the creators, rights the brands. Both cost money and belong in the billing.

How Saldiqo helps

  • Invoice to the brandVideos, revisions, rights and agency service as lines.
  • Record creator invoicesFees as expenses with the job’s cost centre.
  • Margin per jobThe report per cost centre shows income, fees and shipping.
  • Match paymentsUpload the bank statement, and Saldiqo shows which brand is still open.

Typical invoice lines

Examples that often appear on invoices in this industry. You set the prices yourself.

  • UGC package, 10 videos, 25 seconds, vertical
  • Agency service: briefing, selection and quality check
  • Revision, two rounds included
  • Usage rights for ads, three months
  • Product shipping to creators as per receipt
  • Rush surcharge for delivery in 7 days

Tax and invoicing in Cyprus

What applies to invoices in Cyprus, in short. As of October 2026.

VAT
Rates 19 %, 9 %, 5 % and 3 %, plus 0 % until 31 December 2026 for infant milk, nappies, hygiene products and fresh fruit and vegetables.
VAT registration
The threshold is €15,600 of taxable turnover over 12 months, or expected within the next 30 days. If you sell services to businesses in other EU countries, you generally register from the first sale. Until you are registered, Saldiqo leaves VAT off and adds up your turnover.
What goes on an invoice
Even businesses that are not VAT registered must issue invoices and receipts. Companies show their name, HE number, the words “private company” where they apply, and their registered office. Notes such as reverse charge appear in Greek and English.
Invoice timing
Issue invoices within 30 days.
E-invoicing
There is no mandate. Public bodies accept e-invoices (Peppol BIS 3.0) and suppliers send them voluntarily. EU rules follow from 1 July 2030.
VAT returns
VAT4 returns are filed online through TFA, quarterly with staggered periods, by the 10th of the second month after the period, moved to the next working day if it falls on a weekend. Saldiqo does not file returns.
Record keeping
Plan for 10 years. The minimum is 6 years, VAT records can need up to 7 years, and OSS records 10 years.
Late payment
Interest on late business payments is 10.40 %, plus €40 compensation between businesses.
Languages
Use Saldiqo in Greek or English and send invoices in either language.

Frequently asked questions

How do I bill creator fees to the brand?

You record the creator invoice as an expense with the job’s cost centre and bill the brand for the package with your service.

Can I re-invoice product shipping?

Yes. You record the receipt as an expense and re-invoice it as a line.

Do UGC agencies in Cyprus have to charge VAT?

Once they are registered, yes. The threshold is €15,600 over 12 months, or expected within 30 days. Services to businesses in other EU countries require registration from the first sale.

Do UGC agencies in Cyprus need e-invoicing?

No. Public bodies accept e-invoices through Peppol and suppliers use it voluntarily. EU rules follow from July 2030, so PDF invoices remain fine today.

How long should UGC agencies keep invoices?

Plan for 10 years: the minimum is 6 years, VAT records can need up to 7 and OSS records 10. You can store receipts digitally in Saldiqo. The legal duty to keep records stays with you.

Try Saldiqo for free

Write invoices, match payments, collect receipts and send reminders: free and without a trial period.

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As of October 2026. General information, not legal or tax advice, without guarantee. For your case ask your tax adviser.