How to fill out this videography invoice template
- Download the template in Word, Excel or as a fillable PDF, or fill it in online below.
- Add your name or production company and contact details, then your client’s company and billing contact. Give the invoice a unique number and name the project, such as a brand video, wedding or event.
- Bill the job the way you quoted it: production days at your day rate, your camera and lighting kit, and editing hours or a flat edit fee. Put overtime, extra revision rounds and color grading on their own lines.
- Add a usage license line that says where the video can run and for how long, and list travel, extra crew and rentals as expenses. Show the deposit you received and the balance due on delivery of the final cut.
- Send it as a PDF, or as a payment link with Onigiri so your client can pay by card.
What’s in this invoice template for videographers
- Sample lines for a production day, camera and lighting kit, editing hours and color grading
- Bill to, From and Payment sections for you, your client and how to pay you
- Invoice number, issue date and due date
- Notes asking for a 50% deposit on booking and the balance on delivery of the final cut
- Totals that calculate themselves in Excel and the fillable PDF, with a sales tax row in Excel
- Fits corporate and brand video, weddings, events, music videos and editing-only jobs
Online generator
Change the line items, add your logo and download a ready PDF. No sign-up, nothing to install, and your draft stays in your browser.
- Send invoices as a link clients open on any device
- See which invoices are paid, sent or overdue
- Card payments via Stripe with 0% platform fee (PRO)
Invoice checklist
A video production invoice is the bill a videographer or production company sends a client for filming, editing and delivering a video. Shoots mix day rates, gear, post-production, expenses and usage rights, so a clear line for each part helps the client approve the invoice and pay on time.
- Your details. Your name or production company, address and email, plus your EIN if the client needs it for their records.
- Your client. The client’s company or the couple’s names, the billing contact and the project or event name.
- Number and dates. A unique invoice number, the issue date, the due date and the shoot dates.
- Line items. Production days, gear, editing hours, color grading and the usage license as separate lines, each with quantity, rate and amount.
- Expenses. Travel, gear rentals, extra crew, music licensing and stock footage passed on at cost, with receipts if your contract asks for them.
- Payment terms. The deposit already paid, the balance due and how to pay you: bank transfer, Zelle, PayPal or a card payment link.
- Late fee. Your late fee policy and, if your contract says so, that usage rights pass to the client only after full payment.
Getting paid
Agree on the deposit, day rates and usage rights before the shoot, then repeat them on every invoice.
- 50% upfront
Deposits
A 50% deposit on booking is common in video production and holds the shoot date. Send the deposit invoice when the contract is signed and deduct it on the final invoice. For weddings and events, say in the contract whether the deposit is refundable.
- Net 15 / 30
Payment terms
The template asks for the balance on delivery of the final cut, which suits weddings, events and small clients. Agencies and corporate clients often pay on Net 15 or Net 30, so agree on terms before the shoot. Write the exact due date on the invoice.
When to send the invoice
Send the deposit invoice at booking and the final invoice the day you deliver the final cut. On long projects, invoice at milestones such as the shoot, the rough cut and final delivery. Bill overtime and extra revision rounds as soon as the client approves them.
Late payments
Send a friendly reminder a few days before the due date and again the day after. Your contract can say the usage license starts only once the invoice is paid in full, which gives clients a reason to pay on time. If it allows a late fee, the late fee calculator works out the amount.
Taxes
Services are often exempt from sales tax, but some states tax video production or physical deliverables, so check your state’s rules. Set aside part of every payment for income and self-employment tax; the freelance tax calculator estimates how much. This is general information, not tax advice.
Formats
Video production invoice template in Word
Best if you want to change the layout or fonts or add your logo. Edit the text, then save it as a PDF before you send it.
Download .docxVideo production invoice template in Excel
Amounts and the total update as you type, and there’s a sales tax row. Handy when you bill hours or many line items.
Download .xlsxFillable PDF video production invoice template
Type straight into the fields in Chrome or Adobe Acrobat and the totals add up. The layout stays fixed, so nothing shifts by accident.
Download .pdf
Template or app
A template is fine for the odd invoice. If you bill clients every month, Onigiri keeps your clients, line items and payment status in one place.
| Onigiri | Free invoice template | |
|---|---|---|
| Price | Starting at $0 | Free |
| Edit it and save a PDF | ||
| Send it as a link your client opens on any device | ||
| See which invoices are paid or overdue | ||
| Saved clients for the next invoice | ||
| Saved line items and services | PRO | |
| Client pays by card, 0% platform fee on Stripe | PRO | |
| Income tracking | ||
| Works in Word, Excel and Google Docs |
More templates
From the blog
May 17, 2024
What is an itemized invoice? Meaning, structure and example
What an itemized invoice is, what to include, and a worked example with line items, discount and total. Plus tips for line items clients approve fast.
Jun 4, 2024
Estimate vs invoice: what's the difference and when to use each
Estimate vs invoice explained: what each document is for, when to send it, what to include, and how to keep the final invoice in line with your estimate.
Feb 5, 2024
How to remind someone to pay you: a step-by-step follow-up plan
How to remind someone to pay you, step by step: when to follow up, which channel to use, what to say on a call or text, and how to escalate if they don't pay.
Ready to get paid faster?
Send your invoice as a link with Onigiri and see at a glance whether it’s paid or overdue. Connect Stripe to let clients pay by card.
