Videography invoice template for shoots and edits
Choose the production or day-rate version, see it filled in, and bill pre-production, shoot days, editing, crew, gear and licences on separate lines. Download a PDF, Excel or Word file.
Choose a version of the videography invoice
Each version opens in the online maker with its own line items and payment terms, and downloads as an editable Excel or Word file. Example amounts are hypothetical, not market rates.
Video production (shoot and edit)
Pre-production, shoot days, editing hours, music licences and equipment rental as separate lines.
- Pre-production: concept, script and shot list
- Shoot day, [crew size] crew
- Editing, colour and sound, hours
- Licensed music track (licence attached)
- Equipment rental at cost: [item]
Videographer: day rate
Shoot days at a day or half-day rate, post-production hours, deliverable cuts, extra revisions and travel.
- Shoot day (single camera, up to [n] hours including setup)
- Post-production: edit, colour and audio, hours
- Deliverables: [cuts and formats]
- Revision round beyond the [n] included, hours
- Travel, at cost
Fill in your videography invoice
Edit any line, set your tax rate (0% is fine) and download a PDF. Line amounts, tax and the balance due calculate as you type. Version: Video production (shoot and edit).
Tax starts at 0%. Enter the rate that applies to you, or leave it at 0 if you do not charge sales tax or VAT.
For example a deposit. The PDF then shows the balance due.
- Nothing is saved on our side. Download the PDF before you leave the page.
- Amounts print with a $ sign. If you bill in another currency, say so in the notes.
- Prefer to edit offline? Download this starting point as Excel (.xlsx) or Word (.docx).
A video invoice bills several kinds of work at once: planning, shoot days, editing, gear and licences. Itemizing them the same way as your quote makes approval faster. The sections below cover what to include, how to itemize, payment terms and common mistakes.
What the videography invoice covers
What you can do with this template, and what it does not do.
Video production version
Starts with pre-production, a shoot day with crew, editing hours, a licensed music track and equipment rental at cost.
Videographer day-rate version
Starts with shoot days (1.5 days works), post-production hours, the deliverable cuts, extra revision rounds and travel, with the usage licence in the terms.
Crew and equipment
Bill extra operators, drone work and rental gear as separate lines so the day rate stays clear.
Music and footage licences
Pass through licensed music, sound effects and stock footage on their own lines.
Deliverable formats
List the cuts and formats delivered, such as a 4K master, a web version and social cut-downs.
PDF, Excel or Word
Set your tax rate (0% is fine), add a deposit in Amount paid if you took one, and download a PDF, .xlsx or .docx.
How to fill in your videography invoice
Break the invoice down the same way as your quote, so the client can check it line by line.
- Your business name and contact details
- Portfolio website or demo reel link
- Client name and billing contact
- Invoice number and date
- Project name and description
- Shoot dates and locations
- Pre-production services (scripting, storyboarding)
- Production services (filming, crew, equipment)
- Post-production (editing, color grading, sound)
- Equipment rental charges
- Travel and location expenses
- Music licensing and stock footage fees
- Revision policy and included revisions
- Deliverable formats and resolution
- Usage rights and licensing terms
- Payment terms and due date
Practices that keep video invoices quick to approve. Percentages and limits come from your contract, not from a market norm.
- Decide whether you take a booking deposit and put it in the contract
- Invoice large productions at agreed milestones (for example booking, wrap and delivery)
- State the included revision rounds and bill extra rounds separately
- Say whether final exports are released on full payment
- Keep client approvals in writing
- Track time separately for pre-production, production and post-production
- Say whether raw footage is included, and at what price if not
- Bill extended licences separately from the production fee
- Agree any rush fee in writing before the rush work
- Bill rented equipment at what it cost you, or the markup in your contract
Video budgets vary from a few hundred dollars to six figures, so a market range is not much help. Build the price from days, crew, gear, post-production and licences, and invoice in the same structure.
Price components to itemize:
- Pre-production: script, storyboard, scouting, planning calls
- Production: shoot days or half-days, extra operators, drone
- Post-production: edit, color, sound, motion graphics, by the hour or by deliverable
- Equipment: rentals beyond your standard kit
- Licences: music, sound effects, stock footage
- Deliverables: master file, web version, social cut-downs
Worked example (hypothetical):
- 1 shoot day with 2 operators: $2,200
- Edit: 18 hours at $90 = $1,620
- Music licence: $150 at cost
- 3 social cut-downs: $300
- Total: $4,270, less a $1,000 booking deposit, balance $3,270
These are common options to agree with the client, not rules. Whatever you choose belongs in the contract first; the invoice repeats it.
Payment schedule:
- Full payment upfront for small shoots
- A booking deposit, then the balance before delivery
- Larger productions split across pre-production, wrap and delivery
When invoices are due:
- Due on receipt, Net 15 or Net 30
Deliverables and rights:
- Whether final exports are released on full payment
- The usage licence: platforms, territory and term
- Whether raw footage is included, and how long you store it
Changes and cancellation:
- The fee for edit rounds beyond those included
- A kill fee if the client cancels, as set in the contract
Late payment:
- Late fees or interest only if the contract includes them and local law allows
Avoid these common billing errors that can cost you money and damage client relationships.
- ✕Starting production without signed contract and deposit
- ✕Offering unlimited revisions without additional fees
- ✕Delivering final files before full payment
- ✕Not specifying usage rights and territories
- ✕Underpricing complex post-production work
- ✕Forgetting to invoice for music licensing
- ✕Not tracking equipment rental costs
- ✕Vague deliverable specifications
- ✕Accepting scope creep without change orders
- ✕Including raw footage without premium pricing
- ✕Not documenting shoot day expenses
Videography invoice: frequently asked questions
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