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Photography invoice template

An invoice for photographers: the shoot date and location, coverage hours, second shooter, albums and prints, with the retainer subtracted and your usage terms in the notes.

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Photography invoice template: an example, filled in

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What’s in this template

  • Shoot date and location fields
  • Lines for coverage, extra hours, albums and prints
  • Sales tax where products are taxed
  • Amount paid for the retainer, and balance due
  • Notes for delivery time and usage rights

How to fill it in

  1. Pick a format. Download the Word or Excel file or the printable PDF, make your own copy in Google Docs or Google Sheets, or fill the template in online and download the finished PDF.
  2. Add the client and the shoot. Fill in your studio, the client, the shoot date and the location.
  3. List coverage and products. Put the session or package first, then extra hours, a second photographer, albums and prints.
  4. Credit the retainer and send. Enter the retainer under Amount paid, say when the photos will be delivered and what usage the client gets, and send.

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When to use it

For weddings, portraits, events and commercial shoots. Clients book months ahead and pay in parts, so the invoice must show what the package includes, what was paid and what is left.

Tips

  • Take a retainer when the date is booked and show it on the final invoice.
  • State the license. “Personal use” and “commercial use” are worth different money; write which one the price includes.
  • Bill prints and albums as products: in many US states they are taxable even when the session is not. See our photography invoice guide.

Frequently asked questions

When should photographers send the final invoice?

Usually two to four weeks before the shoot for weddings and events, so the balance is paid before the date; for commercial work, on delivery of the final images.

Should usage rights be on the invoice?

Yes, in short: the contract has the details, but a line such as "Personal use license included" on the invoice reminds the client what they bought.

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