Process Owner: Lizzie Boudreau
Last Updated: January 2025
SOP Linked: HERE
1. When partnership is complete and all deliverables are met, the Influencer team member in charge of the partnership will go into Command to add the partnership invoice for processing.
Go to Command → Resources → Invoices
Scroll to the below submission fields:
2. Enter in the information of the partnership in the applicable fields:
Vendor Name: Influencers handle formatted as @influencerhandle (should reflect their public profile)
Client Name: Client/Brand this partnership was for
Invoice Amount: Total Amount being paid to the influencer that is found on their invoice, contract etc.
Campaign: What campaign was this for? When in doubt, just put the client/brands name once more
Email Address: The main email you have been using to communicate about the partnership. This may be the influencer or their talent agency/talent manager
*This email will receive our email prompt to submit payment information, so please ensure this is accurate
Payment Method: Select from either the PayPal or ACH/Bank Transfer option based on the below payment parameters:
PayPal: Only for payments less than $1000
ACH/Bank Transfer: Payments over $1000
*We can pay any/all amounts via ACH/Bank Transfer
Start Month & End Month: This simply means the current month you are in, so if its February 29th, please enter February in both fields. If it’s March 14th, please enter March in both fields etc. Do not enter previous months that have been closed, as we will not account for these invoices internally and budget discrepancies happen as a result.
Division: Select either PDM East or West depending on your nearest office
3. Once the above fields have been completed and double-checked for accuracy, you can hit ‘Submit’ and your invoice will be added into our system for reconciliation and payment!
Best Practices to Consider:
Ensure your influencer is aware of the email that will be automatically sent to their email that includes directions on submitting your documentation
To pay out any PayPal invoices, we need to confirm the influencers PayPal email (or alternatively they can send a PayPal invoice, QR code etc.)
To pay out any invoices over $1000, we require a W9 form from the influencer
Ensure that all proper documentation is available for the Accounting team to process payment ie: Invoice, Bank Information, W9 etc.
If the invoice amount is different than the amount in Command, the invoice will not be paid and will need to be resubmitted
If you need to delete an invoice due to an error in entering information, simply click the ‘X’ located next to the invoice number (please do this sparingly)
FOR DIRECTORS AND ABOVE
Managing the Invoicing Inbox
Training also recorded HERE
1. First, Log into the invoices@powerdigitalmarketinginc.com email
Login information - Email: invoices@powerdigitalmarketinginc.com,
PW: invoicesPDM2023!
2. Next, go into the Invoices email, where all influencer-related invoices will be sent. All invoices are paid either by ACH/Bank Transfer OR via PayPal.
As a rule, invoices are paid via
PayPal if they are under $1000
ACH/Bank Transfer if they are over $1000
3. Vet the emails and send them to the AP team at ap@powerdigital.com.
When you send the PayPal invoices off to the AP email, go in Command center and mark the invoice as ‘received’. Once the invoice is marked as ‘received’ it will change to ‘mark as paid’.
Forward the invoices and edit the subject line to ‘@InfluencerHandle x Client - Month of Collab)
For ACH invoices, you can send just the link to command center because all forms should be uploaded
Required forms for ACH payment are an invoice, w9, and the ACH vendor form
4. Once AP receives an email and pays out the invoice, they will go into Command Center and select ‘Mark as Paid’ for the correct invoice so that the Social/Influencer team is able to see when the influencer was paid.
Managing Ad Spend Reconciliation & Billing Monthly
AP Team Members to Note/Roles:
Bryton Benda Accounting Supervisor | Oversees client billables and billing team
Frank Hawthorne Senior Accountant | Reviews monthly client billables and bills accordingly*
Travis Anderson Staff Accountant | Handles all influencer/creator payments*
*Denotes team members who will be most involved in influencer invoice processes
1. During the Reporting Week of each month (typically the first 3-5 days of the month), drop the below reminder into the Social Department Slack to ensure all team members have added their invoices for the previous month into Command.
@channel Friendly reminder that I will be pulling [INSERT CLOSING MONTH] influencer invoices at X am/pm. All invoices beyond this date should be marked as [INSERT CURRENT/NEW MONTH] (if they haven’t been already) Also please ensure your clients and their budgets are added/confirmed in THIS sheet for [INSERT CURRENT/NEW MONTH]!
*Recommended that you mark at least 2 hours within your calendar during Reporting Week for Invoice Reconciliation in order to dedicate uninterrupted time to pulling and sorting invoices.
2. Export all invoices from the Closing Month (ie: the previous month ex; If it is October 5th, 2024 you will be pulling invoices for September 2024)
Go to Command ➡️Resources ➡️Invoices
Scroll down to the middle-most section between the Invoice Submission portal and the Invoice Log
Select the Month/Year you are exporting, and then select “Export”
3. An external Excel Sheet will be generated and saved to your ‘Downloads’ that looks like the below:
4. Open [21/22/23/2024] Monthly Influencer Invoice Reconciliation and duplicate the most recent two tabs:
MONTH ‘24 Invoices
MONTH ‘24 Totals
Rename each ‘MONTH’ with the Closing Month ie: August ‘24 Invoices will be duplicated and renamed September ‘24 Invoices etc.
5. Delete Rows 2 and down to clear the spreadsheet, leaving the ID, Subsidiary, Created, Paid etc. row values in yellow as the only remaining
6. Copy/Paste all values into the [21/22/23/2024] Monthly Influencer Invoice Reconciliation Spreadsheet
7. Sort via Column L first, and then Column F
Data ➡️ Sort Range ➡️ Advanced Range Sorting Options
Sort by Column L
Add another sort column
Then by Column F
Sort
This will allow you to eliminate the team members who are not part of the Social team ie: Creator Community (Errica Buenconsejo etc.) by hiding their rows
8. In the new Totals Tab ie: August ‘24 Totals will have been duplicated and renamed September ‘24 Totals etc. ensure you edit rows/columns to reflect the correct months
9. Cut/Paste Values Only Column F into Column C to roll over previous months budgets into the incoming month
10. Clear the Invoice Totals Column
11. Highlight the Client Budget Column
12. Total out each Client via the Invoices Tab and insert their total invoice amounts client by client into Column E (Invoice Totals)
13. Cross Reference the Client’s Budgets from the 2023/24 Ad Spend Billing | Influencer, Performance Influencer, TikTok et and ensure those budgets have been updated for the corresponding closing month in Column D
The purpose of this is to reference the allocated client budget and how much was actually billed/spent by the influencer/social team. Not each month will be perfect, but we need to have another check-point of what we’ve billed the client for ad spend and what we actually ended up paying out to influencers/creators.
14. Once all totals and budgets have been updated, insert the following formula [ =sum(C4:D4)-E4 ] for column F to gave a rough estimate of what budget remains (there will be both overages and underrages.)
15. Once complete, send to Travis Anderson for his records via Slack
For discrepancies:
For any discrepancies, please refer to each responsible team members budget trackers to correspond any issues with billing to their records. Feel free to reach out to them via Slack with concerns, questions or quick syncs to clarify issues.
Flag any budget shifts (ie: TikTok budget being reallocated to influencer team, client must be billed an additional $10k for this campaign etc.) to Bryton Benda and Frank Hawthorne to ensure the client has been billed