A photography invoice is used to request payment for photography services and photographs taken during the photo shoot or event. The invoice lets the customer know the payment is due per the terms of the contract and may accompany the finished photos or proofs. An invoice also lets you track payments outstanding on bills and helps with office recordkeeping.
What To Include in a Photography Invoice
The invoice should contain the exact details of the photography contract and itemize the services provided and the product delivered to the customer. At a minimum, your invoice should include:
- Seller – The photographer’s company or name. If another photographer did the actual work, that person’s name should also appear on the invoice.
- Buyer – The customer who made the order. If the order was made for someone besides the buyer, their name should appear on the invoice too.
- Services – Type of photo shoot (wedding, birthday, modeling)
- Description of photographs – Number of shots, types of photos (such as headshots or portraits)
- Due date – When payment is required
- Payment type – Check, money order, cash, etc.
- Order number – if not pre-printed on the invoice
Your invoice should be unique to each order. The invoice should describe the order clearly so that the customer knows exactly what is being provided with the order.
How To Write a Photography Invoice
If you use an invoice template, filling out your invoice is simple:
Step 1: Company Name and Contract Details
Begin with your business name, business address and phone number, and email. This lets your clients contact you quickly if they have questions about the invoice.
Step 2: Client Contact Details
The client’s name, address, and phone number are next and help ensure you are sending your invoice to the right person or company. If the client is a business, use their business address and information.
Step 3: Invoice Number
All invoices should be individually numbered so that you can identify them later. Start with the number 1 for simplicity and move forward. This lets you track who you are doing business with and other recordkeeping needs.
Step 4: List the Goods and Services
Itemize the services provided and the types of products returned to the client. As a photographer, you will need to itemize the hours worked, the rate charged, the types of photos printed, and the cost. The subtotals of each and the total cost of the invoice will be at the bottom.
Step 5: Billing Information
Payment options are varied today and include cash, credit or debit card, PayPal, or other online services. Your contract may have specified payment terms. Your invoice should include your payment options, any payment plans if you have agreed to them, and a payment link if you have one.
If you have a due date, such as within 30 days, or other payment options, these should be included on the invoice. Once payment is received, creating and sending the client a receipt will help you document the transaction.
Photography Invoice Sample
Below you can download a photography invoice template in Excel or Word format:
