Photography Invoice Template

What Is a Photography Invoice Template?

A photography invoice template is a pre-designed document that helps you outline the details of your services, prices, and payment terms for your clients. It speeds up the process of invoicing, and 

A well-designed photographer’s invoice template typically includes essential information, such as job descriptions, pricing, tax details, and payment terms. By using a photography invoice example as a guide, you can ensure your invoices are uniform, professional, and in line with Australian business standards.

How to Use Our Photography Invoice Template

We’ve made our free photography invoice template simple and intuitive to use. Follow the simple steps below:

1. First, download the template in your preferred format (Word, Excel, or PDF). 
2. Fill in the required fields: your business details, client information, and description of your services. 
3. Finally, review the photography invoice for accuracy and send it to your client. Easy!

What Items to Include in Your Free Photography Invoice Template

Creating clear and detailed invoices is essential for smooth billing and payment processing. Here’s a breakdown of the key items every photography invoice should include:

Your Business Information

Invoices for photography services must include these details about your business:

• Your name or business name
• Your address
• Your phone number
• Your email address
• Sole trader or business ABN

Australian Compliance Tip: If you plan to invoice under a business name rather than your personal name, remember to register your business in your state or territory first. Only registered businesses can invoice under their business name.

Customer Information

Add these essential client details to your invoice:

• Name
• Address
• Phone number
• Email address
• Purchase Order (PO) number, if applicable

Some clients may provide a purchase order number for the job. Having a field for this in your invoice template ensures smooth processing for their accounts payable.

Invoice Information

• Invoice number: Helps track payments and identify each transaction, making it easier to manage your bookkeeping.
• Invoice date: Marks when the invoice was issued and serves as a reference for calculating the due date.
• Due date: Clearly states when payment is expected. Common terms include "Net 30" or "Net 60," or specify deposit and balance payments for larger projects. This sets payment expectations and prevents delays.

Job Details

Giving the specifics of the photography work you did means the client knows exactly what they're paying for. This helps avoid disagreements or misunderstandings later.

Including these details in your photography invoice helps both you and your client and streamlines the payment process:

• Description: Provide a clear summary of the services rendered so that your client understands what they’re being charged for. Whether it’s a photography session, editing services, prints, or other deliverables, a detailed description helps justify the charges.
• Quantity: This field is especially useful if you charge hourly rates or offer products like prints or albums. Including the quantity helps specify how much time was spent or how many items were provided, making your billing clearer.
• Unit price: The unit price is the cost per hour or item. It should reflect the agreed-upon rate, whether it’s your hourly photography fee, per print charge, or any other service provided.
• Total: Calculate the total of your photography invoice by multiplying the quantity by the unit price. This shows the final cost for each line item on your invoice and ensures that everything adds up correctly. Providing this breakdown assures your client that you’ve billed them fairly.

Tax Information

To comply with Australian tax regulations, you need to include these details on each invoice:

• ABN (Australian Business Number): Display your unique 11-digit ABN on all invoices. Without it, clients may withhold up to 47% of the payment for tax purposes.
• GST (Goods and Services Tax): If your annual earnings exceed $75,000, you must charge 10% GST on your services. For example, a $1,000 photography package would cost $1,100, including GST.
• Invoice breakdown: Show the pre-GST amount (subtotal), GST at 10%, and the total including GST. This helps simplify GST reporting, BAS preparation, and allows clients to claim GST credits if they’re GST-registered.

Learn more about understanding tax obligations as a contractor.

Why Including These Details Matters

Detailed invoices are essential for maintaining professionalism in your photography business. Not only do they ensure you stay compliant with tax laws, but they also support business operations and client relationships.

Professional invoicing leads to these key benefits:

• Faster payment processing
• Fewer communication issues with clients
• Better record-keeping for taxes and managing your business finances
• Stronger client trust and professionalism
• Simplified dispute resolution

Benefits of Using Tailored Invoice Templates for Photographers

There are clear benefits to using a photographer invoice template designed for your unique business needs:

• Professional Branding: A well-designed invoice for photography services elevates your business image and reinforces your brand identity.
• Accurate Records: By using a freelance photographer invoice template, you’ll minimise errors and maintain clear financial documentation.
• Payment Tracking: Clear photographer invoices make it easy to track payments so you can stay on top of outstanding amounts and payment deadlines.
• Client Trust: A well-designed invoice helps build trust with clients by demonstrating professionalism and transparency in your billing practices.

How Much Should You Charge for Photography Services?

The rates you set for your services depend on several factors, including your photography niche and experience.

Here are some key considerations when determining your pricing:

• Type of Photography: The type of photography you specialise in plays a significant role in your pricing. Wedding photography typically commands higher rates due to the time commitment and complexity involved, while portrait or commercial photography may have different pricing structures. Consider whether you’re offering niche services like event photography, product shoots or corporate headshots, as these can also bump up your pricing.
• Experience Level: Your expertise and time in the field can justify higher rates. Seasoned photographers with several years of experience typically charge more, as they bring a wealth of knowledge, skill, and reliability to their work.
• Special Services: Photographers who offer specialised services, such as drone photography or high-end editorial work, can command a premium. These unique offerings add value to your services and set you apart from competitors.
• Location and market demand: Pricing can vary depending on your location. Photographers in major cities like Sydney or Melbourne may charge higher rates due to a larger client base and greater demand.

Tip: Research what other photographers in your area are charging. If you offer a more premium service, you can adjust your rates accordingly.

When Should You Use a Photography Invoice?

Issuing invoices at the right time helps to maintain smooth business operations and builds trust with your clients.

The general rule is to send an invoice right after you complete a photography project. However, you might use a different invoicing and payment structure depending on the type of project you’re working on. For example:

• Wedding photography: 30% deposit to secure the date, 40% one week before the event, and 30% upon image delivery.
• Commercial projects: 50% upfront to cover initial costs, with the remainder due upon project completion.
• Extended campaigns: Monthly invoicing based on completed work and deliverables.
• Small sessions: Some photographers prefer their clients to pay a single invoice before the session, particularly for smaller jobs like family portraits or headshots.

Knowing when to send invoices supports your cash flow. Importantly, it shows your clients that you’re organised and professional, and encourages repeat bookings.