Invoice template

Videography invoice template

A videography invoice template that itemizes pre-production, shoot days, editing rounds and licensing so clients see what a video project really costs.

Updated Nov 5, 2026 · By PayToMe Editorial

Videography invoice

Description	Qty	Amount
Pre-production, planning and shot list	5 hr	$425.00
Shoot day, camera operator and gear, 8 hours	1 day	$1,200.00
Audio operator	8 hr	$440.00
Lighting kit and grip rental	1 day	$250.00
Editing and color grading	14 hr	$1,050.00
Motion graphics and titles	4 hr	$360.00
Licensed music track, web use	1 ea	$99.00
Extra revision round beyond two included	1 ea	$225.00
Total		$4,049.00

Use this template

Typical terms for this trade: Net 15 or Net 30

If you need a videography invoice template, start with one that mirrors the life of a video project: planning, filming, editing and delivery. This page shows videographers how to build an invoice that makes each stage visible, what to include, which payment terms tend to work, and which mistakes lead to unpaid balances and endless revisions. The “Use this template” button opens the free generator with the sample lines already filled in, so you can swap in your own rates and send it.

Why videography bills differently

A client may think of a video as one thing. You know it as at least four. Pre-production covers the brief, location scouting, scripts and shot lists. The shoot covers cameras, audio, lighting and crew on the day. Post-production covers editing, color, sound and graphics, and usually takes longer than the shoot. Delivery covers formats, captions and sometimes licensing for music or footage.

The cost is lopsided in a way clients rarely expect. A single eight-hour shoot day may lead to two or three times as many hours at the editing desk. If the invoice shows only the shoot, the edit looks like a free extra. If it shows both, the price makes sense.

Revisions are the second unusual cost. Video feedback arrives in rounds, and each round takes real time. Without a stated limit, a project can quietly double in hours. A clear count of included rounds in the quote, repeated on the invoice, keeps scope honest.

Gear and crew matter too. Cameras, lights, audio gear and extra operators have costs even when you own them. Whether you list them separately or fold them into a day rate, the invoice should say which, so the client is not left guessing.

What to include on a videography invoice

Cover the basics from our guide to what to include on an invoice. For video work, add these trade-specific details:

Business name, address, phone and email.
Client and project name, such as “Harbor Coffee brand film, 90 seconds.”
Reference to the quote or contract, with date and number.
Pre-production time, billed hourly or as a flat fee.
Shoot days, with day rate and hours, location and crew roles.
Equipment and rental, if billed separately.
Post-production, with editing, color, sound and motion graphics as separate lines where that helps.
Revision rounds, with the number included and extras billed on their own.
Licensed assets, such as music or stock footage, with the cost and a short description of the license.
Deliverables and formats, for example “one 90-second master, two 15-second cutdowns, captions.”
Usage terms, if you license the final video for specific uses.
Deposit received as a credit, and the balance due.
Subtotal, tax and total. Whether production services are taxable varies by state, so check local rules. Our guide on how to add sales tax to an invoice covers the general pointers.
Payment terms and accepted methods.

A worked videography invoice

Here is a typical small brand video, using the sample lines on this page. A local business wants a short film for its website, shot in one day.

INV-0330 · Brand film, final invoice

Item	Qty	Amount
Pre-production, planning and shot list	5	$425.00
Shoot day, camera operator and gear	1	$1,200.00
Audio operator	8	$440.00
Editing and color grading	14	$1,050.00
Licensed music track, web use	1	$99.00
Total		$3,214.00

The tax percentage is shown as zero as an example only. Use the rate and rules that apply where you work. If the client paid a deposit, add it as a credit so the balance due matches your agreement.

Payment terms that work for videographers

Video projects run over weeks or months, so billing in stages is the norm. A common pattern is a deposit at booking, a second payment at the end of the shoot or when the first cut is delivered, and the balance on final delivery. Each invoice names the milestone that triggers it, which keeps the schedule from feeling arbitrary.

Many videographers deliver the final master only after the last payment clears, and share watermarked or low-resolution review links in the meantime. That sequence keeps leverage on your side while letting the client give feedback.

Corporate and agency clients often pay on net 30, sometimes longer through a payables process. Ask who receives invoices and whether a purchase order number is needed before you start. Our overview of invoice payment terms explains how each option reads, and our guide to how to get paid faster covers deposits, reminders and early-pay discounts.

Pricing and itemizing tips

Itemize the unseen stages. Planning and editing hours are real work. Showing them protects your rate in future negotiations.

Choose a clear day rate. Define what a day includes, such as up to eight hours and one operator, and bill overtime or extra crew as separate lines.

Cap revisions. State included rounds in the quote, and give extra rounds a price.

Pass through licenses at cost or with a stated fee. Music, footage and fonts have terms. List them so the client sees what was bought.

Describe deliverables precisely. Duration, aspect ratio and format affect your time. Writing them on the invoice prevents later requests for extra cutdowns at no charge.

Common mistakes

Billing only the shoot day. It undervalues editing and creates resentment when you charge for it later.
No cap on revisions. Scope grows without limit.
Delivering the master before final payment. You lose leverage.
Skipping a deposit. You absorb costs if the client cancels.
Vague deliverables. “A video” can mean five different things.
Forgetting asset licenses. Music and stock footage often carry terms the client should know.

Checklist before you send

Many videographers also shoot stills, so see the photography invoice template, and the marketing agency invoice template if you work as a subcontractor on campaigns. When you are ready to build your own, the free invoice generator runs in your browser with exact money math and no account.

PayToMe is in public beta. Sign in at app.paytome.si to create estimates and invoices, send them by email with a pay link, get paid by card or bank transfer, and choose the Free, Pro or Business plan. Reminders, cash-flow forecasts, text-to-pay and the mobile app are in development. The free invoice generator still works in your browser with no account. This page is general information, not legal or tax advice.

Frequently asked questions

Should I bill by the day or by the project?

Both work. Day rates suit shoots where scope is clear, such as an event or interview. Project pricing suits productions with defined deliverables. Whichever you choose, list the stages on the invoice so the client can see what the price covers.

How do I handle extra editing rounds on an invoice?

State how many rounds are included in the quote, for example two. Bill additional rounds as their own line at an hourly or per-round rate, and note the date the client requested them.

Should the invoice include licensing for music and footage?

If you license stock music or footage for the client, list the cost and the license terms. Licenses differ in what they allow, so keep a copy and give the client the details that matter to them.

Can I charge a deposit before pre-production?

Yes, and it is common. A deposit commits both sides, pays for early costs such as planning and crew booking, and shows as a credit on the final invoice.