Whether you’re an international wedding photographer or you film corporate events, a photography invoice template is an essential element of your business.

Some people don’t realize that photography invoice templates must include specific items, as clients need certain information to process payments.

Find out what you should include when creating a photography invoice template.

What is a photography invoice used for?

Photographers and videographers provide their clients with an invoice after completing the job. While a percentage of the payment may be collected upfront, the invoice is meant to finalize the job and typically includes a detailed scope of work.

Some photography jobs that need invoicing include:

• Wedding photography
• Professional head shots
• Baby portraits
• Family photography
• Studio portraits
• Commercial photography 
• Stock image licensing
• Photojournalism
• Event photography
• Photo editing
• Pet photography
• Drone operating
• Fashion photography
• Travel photography
• Real estate photography

Any work related to film and photography will usually require a photography invoice. Even if you’re not physically operating a camera, a photography invoice may still be needed for jobs such as photo editing or studio rental.

Invoices are essential because they give your customers a detailed breakdown of the work performed, the costs, and the payment terms.

What items to include in your free photography invoice template

Photography invoice templates are typically broken down into different sections that include the following:

Your business information

• Your name or business name
• Your address
• Your phone number
• Your email

Note that if you invoice under a name other than your own, you must register your business in your province or territory first. Only registered businesses can invoice under their business name.

Customer information

• Name
• Address
• Phone number
• Email 

PO number

• Some clients will supply you with a purchase order (PO) number for your job. This is required for their accounts payable. While not all clients will need this, having a space for it in your photography invoice template will save you time later on.

Invoice information

• Invoice number: Having a number associated with the invoice facilitates quick reference if there’s a delay in payment.
• Invoice date: When submitting an invoice, always include the current date.
• Due date: This is your payment due date. Some photographers take a deposit upfront, with the outstanding amount due after completing the job. Other photographers may set a due date of 30 or 60 days.

Job details

• Description: Always include a detailed description of the job performed.
• Quantity: While not mandatory, some photographers include a quantity column if they charge by the hour or for certain items.
• Unit price: This is how much the line item or hourly rate costs.
• Total: This is the quantity multiplied by the unit price.

Tax information

• GST/HST/QST number: If you’re registered for a goods and services tax, harmonized sales tax, or Quebec sales tax number, you must include it on your invoice.
• Tax rate: This is the amount of tax you’re charging based on where the services were performed.

Including all the relevant details in your photography invoice template is essential, as it will minimize administrative work later and provide details for payment.

How much should you charge for photography services?

The amount you should charge for your services depends on the type of photography you do and your experience. For example, a food photographer will have different rates than a videographer who shoots corporate events. In addition, if you’re an amateur photographer, you won’t be charging the same rates as someone who does it full time and has their own studio.

To determine your pricing, find out what others with similar experience charge. That said, you could charge more if you offer something unique. Ultimately, it comes down to what people will pay you for your services. 

When should you use a photography invoice?

Whenever a job is completed, a photography invoice should be provided. The invoice will list the amount due and all your relevant contact information.

This is important, as clients will have easy access to your contact information if they want to recommend you to their friends. And by providing a detailed job description, there will be no debate about what services were provided.

Invoicing tools foster efficiency and speedy payments for your photography business

To help streamline your business and reduce administrative work, you can use solutions such as QuickBooks invoicing. Not only does QuickBooks keep track of all your invoices, but it also stores client information so you can quickly bill them if another job comes up. Customers can also pay you directly through QuickBooks Online, so you can get the money in your account faster.

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