Feeling done with chasing clients for payments after you’ve spent so much time perfecting their special moment on video? Do you find yourself getting paid less than you expected, and do payments always seem to be delayed? A videography invoice template may be what you need.
What Is a Videographer Invoice?
A videographer or videography invoice is an accounting-related document that helps you (as a videographer) bill your clients on time. It includes details like your client’s name and contact information, an itemized list of services you provided, total hours worked, and total cost.
Your invoice may also include information about your preferred payment methods, payment terms and deadlines, and late fee penalties.
Three Benefits of Using a Videographer Invoice
A videographer invoice can make your billing process as smooth as silk. Here’s why:
It Ensures Accurate and Organized Record Keeping
A videography invoice tracks every penny you earn, which ensures you know exactly where you are with your income and expenses. It also saves you from digging through the million receipts on your phone and in the junk drawer when you need to know how much a client paid you and when.
It Helps You Avoid Payment Disputes
Payment disputes are part of a videographer’s life. Sometimes, you get paid more, and sometimes less. Videography invoices stop that from happening by clearly outlining the terms and costs of your services.
If you already discussed your fee upfront, your client won’t have a leg to stand on if they insist on a different amount. Plus, you’ll have a case to defend your pricing if a client conveniently forgets what they owe you.
It Enables You to Keep Track of Income and Expenses
Taxes are a hassle if the Internal Revenue Service thinks they found a mistake in your tax filing–this is where videography invoices act as a buffer. They make sure you have records of your income and expenses on hand.
So, if the IRS asks for a record of an item you filed incorrectly, you will have data to present as proof of what you did!
What Should You Include in a Videographer Invoice?
Let’s explore what a videographer invoice contains:
A videography invoice contains your client’s information, which includes their name and address (business or personal), email address, and phone number.
Description of Provided Services
Your invoice should have a detailed description of every service you provided to the client. This may include travel expenses, the cost of specialized equipment, how long the shoot took, whether you worked overtime, and other relevant details.
Date and Time of the Service
An invoice also includes the date and time you provided the service. If you’re terrible at tracking time, make sure you enter the date in an app or a spreadsheet either before you go for a video shoot or as soon as you come back.
Total Hours Worked and Total Cost
Make sure your invoice lists the number of hours you worked (if you charge by the hour) and the total cost of your services to ensure you get paid on time.
Payment Terms and Deadlines
Some invoices contain payment terms and deadlines, which include the payment method (Venmo, Wise, PayPal, Visa, etc.), due date, and payment amount.
How to Create a Videographer Invoice
Now that we’ve covered what is included in a videographer invoice, let’s talk about how to create one:
Use a Premade Template or Make One Yourself
If you’re looking to create a videographer invoice, you have two options:
- Make it yourself on software like Word or Excel
- Use a premade template
If you’re a creative wiz and like the idea of creating an invoice, you can go that route. If you want to save time and keep working on videos while your invoice does its billing magic, you should choose a premade template from the Invoice Ninja website.
Customize Your Invoice
Once you’ve created or chosen your invoice, you should customize it to make it yours. That means using a specific font, changing the color scheme of the invoice, adding or taking color away from columns, and deleting rows and columns you don’t need.
You should also add your logo (if you have one) at the top of the invoice and generic payment details and rules that your clients should be aware of.
Enter Necessary Information
After you personalize your invoice, enter the necessary information. That includes your client’s name and address, your name and address, services rendered, number of hours worked, etc.
Time to Send Out Your Videographer Invoice
Once you finish entering your information, proofread your invoice to ensure it’s correct. Then, you can send your invoice to your client. Of course, all of this extra work can be automated if you use an invoice generator like the one offered by Invoice Ninja!
If you’re looking for more helpful invoicing information, check out our posts on how to write an invoice for freelance film work and film invoice templates.