How to Create a Usage or Re-use Invoice (including Exclusivity)

Introduction

Usage or Re-use is generally used with regard to a commercial or corporate shoot. After an initial invoice is requested by ACT on behalf of our client, for BSF, Wardrobe, over time etc, we may be owed a further payment for ‘Usage’ for our client’s appearance in the final edit. 

“Usage” refers to the fee paid to an artist to allow a company a fixed length of time to show a commercial with an artist in it. Occasionally this is referred to as a “Buyout” (but this term really means a one off payment, with no entitlement to further payments).

“Re-use” means the previous fixed length has come to an end and a company wants to pay a new fee to use our client’s work again. 

“Exclusivity” is an additional clause in a contract, covered by the Usage terms, meaning a client could not work for a competitor brand for the duration of the Usage period. 

We should get an email from the production company letting us know our client has been featured in a final edit. If not, a task, set at the point a job is accepted, will prompt the AOD to get in touch for the information needed to invoice for Usage. 

What to do

  1. Familiarise yourself with the job, including any Agency Comments
  2. Reply to Contact and ask for any missing details, including fees, duration and PO Number etc. 
  3. Bring in ican
  4. Record in Tagmin
  5. Create and send an invoice

How to do it

Click to expand the relevant instructions

For Usage

When a Contact gets in touch to tell us our client is featured:

1. Familiarise yourself with the job, including any Agency Comments

  • Check the job notes and Agency Comments thoroughly.
    • Read the contract and check how much we need to Invoice for Usage. (Compare this with anything the Contact has said in their email)

2. Reply to Contact and ask for any missing details:

  • The Usage dates and terms.
  • Ask if we are invoicing the same contact as before and if not, who should we contact.
  • Check they have given us a PO Number (if we had to add one to the BSF invoice, we will almost certainly need a new one).
  • If you see an Agency Comment flagging Exclusivity as a scheduled date on the job, with start date set as the air date.

3. Bring in Ican

  • Forward to iCan, along with the original contract, to make sure everything is correct.

4. Record in Tagmin

  • In the job record, use Agency Comments to keep a log of the correspondence 

5. Create and send invoice

  • Create an invoice following the instructions here
  • Save it clearly with the word Usage in the name.

When a task nudges you to find out if Usage is owed:

1. Familiarise yourself with the job, including any Agency Comments

  • Read the task thoroughly.
  • Read the job notes thoroughly.

2. Email Contact and ask for any missing details:

  • if our client has been featured
  • what the air-date will be
  • who we should invoice
  • whether we need a PO

3. Bring in Ican

  •  if the Company affirm our client is in the final edit
    • Forward to iCan, along with the original contract, to make sure everything is correct.

4. Record in Tagmin

  • In the job record, use Agency Comments to keep a log of the correspondence 

5. Create and send invoice

  • Create an invoice following the instructions here
  • Save it clearly with the word Usage in the name.

For Re-use

When a Contact gets in touch to ask to use a Client’s work for a new period of time:

1. Familiarise yourself with the job, including any Agency Comments

  • Go to the original job record, read the notes and look through the contract:
    • See if any specifications were mentioned about re-use (eg, 10% uplift for a second year)

2. Email Contact and ask for any missing details:

  • Saying you have sent it to the contracts team and will get back to them soon.

3. Bring in Ican

  • Attach  the original contract.
  • Highlight any specific terms referenced in the Contact’s email.
  • Highlight anything relating to re-use you have noticed in the contract.
  • iCan and the AODs will discuss and formulate a response. Once there are 3 yeses from the iCan team, send the okayed response.

4. Record in Tagmin

  • In the job record, use Agency Comments to keep a log of the correspondence and decisions

5. Create and send invoice

  • When iCan and the contact are happy with the re-use terms, create an invoice following the instructions here
  • Be sure to name the invoice in the following format: Invoice number, client initials, name of job, description of reuse, followed by the date, eg; 

1234 XX Big Ad 2nd Year Re-Use dd.mm.yy