How To Create a Photographer Invoice + FREE Invoice Template

Whether you’re capturing weddings, breaking news, or taking photos of newborns, there’s something inspiring about photography. But as much as you love your job, you didn’t realize paperwork would be part of the gig. After all, you’re an artist — not a bookkeeper.

Fortunately, the business side of photography doesn’t have to be a hassle. With the right invoice template, you can request payments and keep track of your profit. And we’re here to show you how to create a photographer invoice of your own. With our guide to invoicing and our free invoice template, building an invoicing system that works for your photography business can be quick and easy.

Why You Should Use Our Photographer Invoice Template

Short and simple: you deserve to get paid on time.

Invoices remind your clients what they purchased, how much they owe, and when they should pay you. Invoices also are important for tax recordkeeping, especially if the IRS audits your tax return and requests specific information.

Finally, your business appears more professional when you send invoices. Being “buttoned up” can help you appear legitimate and trustworthy — and could even help your business grow.

What To Include on a Photographer Invoice Template

Invoices have a specific purpose: to help you get paid on time. They serve as a reminder of what work has been done (or will be done) and how much it costs. Fortunately, they don’t have to be fancy to be effective, but they do typically include certain elements.

Here’s what you should include in every invoice you send.

• A professional-looking header. Stand out from the competition by offering a simple, but attractive header. It should include your photography business’s logo/name, contact information, and the date.
• Client information. Address the invoice directly to your client. Include a name, address, phone number, and other contact information.
• An invoice number. The more clients you serve, the more confusing invoicing can be. Keep track of payments by assigning them a unique number. If a client asks you about an invoice, you can easily look it up with a number. Pro tip: include the number in the name of your digital invoice files too.
• The due date. Give your clients a reasonable deadline for making payments. Deadlines can help ensure that you get paid on time, and they’re helpful to your clients too. Put the due date at the top in a bold color so it’s easy to read.
• Services sold or hours worked. Whether you charge on a project basis (for example, for a wedding), or you charge hourly, be clear about what services you performed in the invoice description. This helps eliminate any confusion when it’s time to receive payment. Include services, hours, extra equipment and props, taxes, and fees.
• Total cost. Add up the photography services you provided and any taxes and fees. Then include the total amount that’s due on the invoice. It helps to make this amount in a large and clear font, as well as in a different color. Attract attention so your clients can easily see what they owe.
• Terms and conditions. In a clear, professional way, state how much time a client has in which to pay — and what happens if late payment occurs. Some photographers charge a late payment fee as a way to help expedite the payment process.
• How to pay. Many invoices explain how clients can pay you. This is especially important if you take credit cards or use an online service, like PayPal.
• A personal thank you. Asking for money can feel awkward, but remember, it’s how you keep your business afloat. So it helps to end your invoice with a personal note. Be genuine and thank your client for doing business with you.

How to Write a Photographer Invoice

Photography invoices don’t have to be long to be effective, but we do suggest including the key elements listed above. If you’re unsure where to start, here is a step-by-step process to help you get your first invoice out in no time.

1. Choose a pricing structure.

Think about what you need to charge in order to keep your business running. If you’re unsure, ask other photographers in your area what they charge. Consider a price for events (weddings and parties), as well as your hourly and overtime rate. Write down what your rate includes — and then test it out! Make sure you’re being fair to yourself and to your clients.

2. Pick reasonable due dates.

Chances are, your clients will need time to pay. Decide whether you require invoices paid in a couple of days, a week, or a month. Be reasonable and fair, but remember, clients may forget to pay you if the due date is too far in the future.

3. Track your time and projects.

Invoices should be honest and clear. If you charge on an hourly basis, track your time using a service like Freshbooks or a good ole’-fashioned stopwatch. If you charge on a project basis, write down what your services entail, including the time you will spend.

4. Design a template.

You can use software like Microsoft Word or Quickbooks to create your own personalized invoice template. Don’t want to start from scratch? Our downloadable invoice template is free and easy to customize, use, and reuse for all your projects..

5. Test out your invoice.

Put it all together and send your first invoice to a client. Then ask yourself, does my client understand it or seem confused? Feel free to ask for feedback from your client. Then make adjustments based on what you learn. You can even create a sample invoice to show to friends or colleagues. Their input could help you perfect your format before you send it out to a client.

How Long Should I Wait To Get My Photographer Invoice Paid?

Wouldn’t it be nice if all clients paid you immediately upon receiving invoices? Unfortunately, it’s not always reality. But, there are ways to try to help secure payments along the way, and many of them can work well for your clients too.

Payments for events, including weddings.

Events are usually booked in advance, so you should ask for a deposit to hold the date. Large events, like weddings, usually require a few payments ahead of the event.

For example, you can charge three payments leading up to the event. This makes a large fee less overwhelming and more manageable for clients. Charge one fee when your client books the date, another a few weeks before the event, and the last payment after you provide final, edited photography.

Portraits.

Whether you’re photographing families, newborns, or business professionals, session fees usually work well for portraits. Determine how much time you need for a portrait session. Then decide what price is fair for your time. Feel free to send your invoice when your client books your time. Then give your client a short amount of time (from 7 to 15 days) to make a payment.

News and other photography.

Depending on what you do, it may make sense to charge an hourly rate. If this is the case, track your time. If you have an ongoing relationship with an organization, decide upfront if you should send monthly or weekly invoices. If it’s a one-time project, send your invoice as soon as you complete the work. Then ask for payment within 7 to 15 days.

Here’s the bottom line. If you’re not currently sending out invoices, you’re missing a huge opportunity to enhance your business. Invoices can help you get paid faster and appear more professional. And, if a payment is ever in question, invoices provide a record of what was charged.

Get Your Free Invoice Template Today

It doesn’t take a long time to create your own photography invoice, but if you’re looking for suggestions , download our free invoice template today. It’ll give you a starting point. Or, you just may tailor it to your business and use it for the long-term.

Protect Your Business With Photography Insurance

Invoicing is a crucial step toward growing your photography business. You can’t get far without being compensated, and invoicing is the first step toward maintaining your cash flow. Make sure your cash flow is protected. Liability insurance coverage can do more than just reassure clients that you’re legitimate and trustworthy — some may even request a Certificate of Insurance (COI) — it can also provide financial support in the event of a workplace loss. Here are some policy types we recommend for photographers.

General liability insurance.

General liability insurance coverage is a versatile policy type that’s suitable for many kinds of small businesses. It generally offers protection in the event of:

• Third-party bodily injury
• Third-party property damage
• Personal and advertising injury
• And more

Say, for example, you’re taking headshots for your client. They get injured after tripping over your tripod. General liability may be able to help provide assistance if the client sues for medical costs. 

Professional liability insurance.

Mistakes aren’t always avoidable. Professional liability insurance is coverage designed to help professionals like you if and when these mistakes happen. It typically covers:

• Negligence or alleged negligence
• Omissions or alleged omissions
• Copyright infringement
• Legal costs
• And more

Imagine you’re transferring a client’s photoshoot from a memory card to your computer. You click the wrong button, something goes wrong, and suddenly the photo files are all corrupted and nothing you do seems to help. If the client takes legal action over the lost images, professional liability insurance may help cover legal fees and the costs of damages.
Curious what coverage might work best for your photography business? Our online quote comparison tool is free and will help curate policy options based on your insurance needs. Answer a few questions about your business, and you can browse free business insurance quotes. Any time. Anywhere. All in just minutes.