A photography invoice template is the easiest and most efficient way to produce invoices for your services–but it’s also important to include details such as the value payable, due date, and your business contact details.
If you’re unsure how to write an invoice for photography services, we’ll detail all the fundamental pieces of information that should be included to ensure your invoices are valid documents and prompt your clients to pay you on time.
Writing Invoices as a Photographer
Photographers are creative professionals, and many struggle with the administrative and bookkeeping aspects of managing a business–a large proportion of photographers also work independently or as freelancers and may not have a corporate invoicing function to rely on.
There are a few options if you’re debating how to invoice for photography services, but whether you opt for manually written invoices or invoicing templates, here are the essentials you should include:
Invoicing References
Your invoice should include a number or unique reference of some kind. This helps with your payment reconciliations, record keeping, and chasing up late payees.
Clients also expect to see invoices formatted in a familiar way, so omitting a reference number can cause confusion if they need to raise a query or mean you depend on manually looking through your invoices to track down a specific document.
Invoices should also include three dates:
- The invoice date is normally the same as the date you send the invoice to your client.
- The payment date–if you offer terms, such as seven days to pay, be sure to include the due date on the invoice.
- The service date–photographers are likely to invoice in advance of bookings to collect deposits and after a photography session to collect the balance. For clarity, include the date of the service rendered or the scheduled date.
Billing Details
Photography invoices must include both your information, such as your company name, contact details, and logo, and the contact information for your client; normally a name and address.
The best way to structure an invoice is to list all the services delivered in an itemized format, with the cost per item adjacent. For example, you might have an invoice split into the following:
- Setting up time
- Hours of photography
- Editing and printing
- Costs of materials, such as film
Clients are more likely to pay an invoice quickly when they can see how the overall cost breaks down rather than one lump sum at the bottom that may differ from their expectations. Payment details are also necessary, but if you’re using an Invoice Ninja template, you can integrate your invoices with your preferred payment gateway, enabling clients to clear the balance owing in one click.
Finally, make sure your header or footer includes any company registration or licensing details as a professional element of a business invoice.
How to Ensure Accuracy When Invoicing for Photography Services
Invoice templates are a go-to because they won’t let you submit an invoice if you’ve left an important field blank, such as the customer’s name or total value. However, you must also ensure your invoices are legally valid and enforceable; for example, if a customer doesn’t pay you and you need to file a claim to recoup your costs.
Any payable document should clearly state the word ‘Invoice,’ preferably in bold and at the top of the page, so there is no room for misunderstanding or assuming the invoice is a quote, statement, or estimate. Photographers may also be required to submit copies of invoice documents for tax purposes or audits, so consistent formatting, professional documentation, and a good record-keeping system are well worth having.
Different Ways to Invoice for Photography Work
Numerous billing methods are prevalent across the industry. Still, a lot depends on the type of photography you offer and whether you’re working with private or commercial clients.
- Time plus cost invoices include your billable hours, such as the time spent photographing an event, editing, and printing, plus costs. Costs might include things like mileage, printing materials, and frames.
- Fixed price packages are simple to invoice for but should be agreed upon in writing in advance of the work. For instance, photographers might offer a two-hour family photo shoot at a pre-agreed rate.
- Services plus licensing fees are more common in business-related photography, where the client pays you for the licensing rights to use your photography for their marketing materials. In this case, having a licensing fee agreed upon upfront is also good practice before you raise an invoice.
Pricing your photography before you undertake any projects, and confirming the rate, charging structure, and total anticipated cost should avoid any discrepancies and ensure that once you have issued your invoice, it is paid promptly.
