5 photography & video templates
Invoice Templates for Photographers & Videographers
From portrait sessions to commercial video productions, your invoice needs to cover session fees, editing time, travel, licensing, and deposits — all clearly laid out so you get paid without back-and-forth.
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What belongs on a photography or video invoice
A shoot involves more than just your time behind the camera. A complete invoice captures every billable element so there are no surprises — for you or the client.
The session fee covers your time on set — whether that's a half-day portrait shoot or a full-day commercial production. Editing and post-production should be a separate line item. Clients often underestimate how long editing takes; breaking it out helps justify the cost and prevents scope creep.
Travel expenses — mileage, trains, accommodation, parking — are billable costs. Agree on travel terms before the shoot and add them as actuals or at a pre-agreed day rate. For commercial clients, a licensing fee is typically billed on top of the session fee: specify the medium (web, print, advertising), the territory, and the duration.
Deposits protect both sides. A booking deposit confirms the date is held; the final balance is due after delivery. Show the deposit as a deducted credit on the final invoice so the client sees exactly what remains.
Photography & video invoice checklist
- Session fee — half-day, full-day, or per-hour rate for your time on set
- Editing / post-production — hours spent in Lightroom, Premiere, or DaVinci Resolve
- Travel expenses — mileage, transport, accommodation, parking as actuals or flat rate
- Image / video license — medium, territory, duration, and exclusivity if applicable
- Deposit deduction — show the booking deposit as a credit so the balance is transparent
Tips for photographers and videographers
Collect a deposit to confirm every booking
A 25–50% deposit turns an enquiry into a commitment. Send the deposit invoice immediately on booking confirmation and include clear language that the date is only held once payment clears.
Be specific about licensing scope
Vague licensing leads to disputes. Instead of 'web use', write 'Digital use — website and social media, UK only, 2 years, non-exclusive.' The specificity protects you and gives the client confidence about what they've bought.
Invoice travel at cost, not a guess
Track mileage and keep receipts for every shoot-related journey. If you prefer a flat travel rate, agree it in writing before the shoot and reference the agreed rate on the invoice. Surprises on travel costs are one of the most common payment disputes.
Frequently asked questions
Should I include a licensing clause on my invoice?
Yes. For commercial shoots especially, your invoice should specify the scope of the image license — whether it covers web use, print, advertising, duration, and territory. This protects you if the client uses images beyond what was agreed, and ensures you can charge appropriately for extended usage later.
How do I invoice for travel expenses?
Add travel as a separate line item — 'Travel expenses (mileage, train, accommodation)' — with the actual cost. Keep receipts. If you charge a flat travel day rate rather than actuals, label it clearly: 'Travel day rate — 1 day'. Agree on travel terms before the shoot to avoid disputes.
When should I collect a deposit?
Collect a deposit — typically 25–50% of the total fee — to confirm the booking and reserve your date. Send the deposit invoice at the time of booking and the final invoice after delivery. Note the deposit as a credit on the final invoice so the remaining balance is clear.