Photography invoices are different from most freelance invoices. You are selling time, but also images, and the right to use them. A clear invoice protects both.
Split the fee into a deposit and a balance
Most photographers take a deposit to confirm the booking, then invoice the balance before or on delivery. A common split is 30 to 50 percent up front. Say on the first invoice what the deposit is for and whether it is refundable, so there are no surprises later.
Show what the client is paying for
- Shoot time, with the date and the number of hours or the day rate.
- Editing or retouching, either per image or as a fixed amount.
- Usage rights, described plainly: where the images can be used and for how long.
- Extras such as travel, assistants, hire and prints, each on its own line.
Charge for usage separately
A portrait for a family album and a campaign image for a brand are not the same job. Put usage on its own line, even when it is included, so the client can see its value. If they later ask for wider use, you already have a number to build on.
Handle overtime and reshoots in writing
Agree the rate for extra hours before the shoot, then invoice them as a separate line with the actual time. Clients accept overtime far more easily when the rate was stated in advance.
Set the delivery and payment terms
- State when the final images are delivered, for example “within 10 working days of the shoot”.
- State the due date for the balance, and whether delivery depends on payment.
- Add your payment details and a reference so the client can pay without asking you.
A clean, well-laid-out invoice also reflects on your eye for detail. Wizard Invoice has quiet, spacious templates that suit photographers, and you can add your logo and colour in a minute.
