Free photography invoice template
A photography invoice has to cover more than hours behind the camera. This template lists the session, the edited images, any prints and the usage rights the client is paying for, with the booking retainer credited.
FreeNo signup
Juniper Lane Photography
Asheville, NC
Bill to
Marisa and Daniel Ortega
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Wedding coverage, 8 hours with second shooter | 1 package | $3,200.00 | $3,200.00 |
| Engagement session, 1 hour, 40 edited images | 1 session | $450.00 | $450.00 |
| Heirloom album, 10x10, 30 pages | 1 each | $650.00 | $650.00 |
| Travel fee, venue outside the 50-mile included radius | 1 flat | $120.00 | $120.00 |
| Booking retainer received March 2 (credit) | 1 each | $-1,000.00 | $-1,000.00 |
- Subtotal
- $3,420.00
- Total due
- $3,420.00
Notes
Personal use license for all delivered images. Online gallery stays live for 12 months. Prints and albums may be taxable where you live; tax is shown separately if it applies.
Download the photography invoice template
US Letter, 8.5 x 11 in. Take it with the sample lines above to edit, or blank to fill in from scratch
PDF
Print it or fill it in a PDF editor
Word (.docx)
Type into it in Word, Google Docs or LibreOffice
Excel (.xlsx)
Amounts, tax and total add up by themselves
Faster than a file: type your details once and download a finished PDF.
Fill it online with these linesWhat to include on a photography invoice
- 1Shoot date, location and session type (wedding, portrait, headshots, product)
- 2Coverage hours or package name, and what it includes
- 3Number of edited images promised and the delivery format (online gallery, download, USB)
- 4Usage or licensing rights granted: personal use, commercial use, duration and where images may appear
- 5Prints, albums and other physical products listed apart from services, since they can be taxed differently
- 6Booking retainer or deposit already paid, shown as a credit against the total
- 7Travel, second shooter, extra hours and rush editing as their own lines
- 8Balance due date tied to the event date, not just the invoice date
How wedding, portrait and commercial photographers usually bill
- Session fee for portraits and headshots, with edited images included or sold per image
- Wedding and event packages by hours of coverage, with add-ons for a second shooter or extra hours
- Day rate or half-day rate for commercial shoots, plus a separate licensing fee based on how the images will be used
- Product photography priced per image or per SKU, often with a minimum order
- A nonrefundable booking retainer to hold the date, credited against the final balance
Payment terms
Most photographers collect a booking retainer when the contract is signed, often 25 to 50 percent, because a booked date means turning away other work. For weddings and events, the balance is commonly due one to two weeks before the date so nobody is chasing money after the gallery is delivered. Portrait sessions are often paid in full at booking or on the day. Commercial clients usually expect an invoice after delivery on Net 15 or Net 30 terms. Spell out that the usage license takes effect once the invoice is paid in full.
General guidance, not legal or tax advice.
Common mistakes on photography invoices
- Leaving usage rights off the invoice, so a business client assumes it can use portraits in paid ads
- Lumping prints and albums in with the session fee, which makes sales tax hard to sort out later
- Forgetting to credit the booking retainer, which makes the client think they are being billed twice
- Delivering the full gallery before the balance is paid
- Not billing for extra coverage hours agreed on the day
Photography invoice questions
Should a photographer charge sales tax?
It depends on the state and on what you sell. Some states tax photography services or digital image delivery, and many tax physical prints and albums. Check with your state revenue department and list taxable items on their own lines.
How do I show a retainer on a photography invoice?
List the full package price, then add a line for the retainer you already received as a negative amount or credit with the date it was paid. The balance due is what is left.
Do I need to include image licensing on the invoice?
It is good practice, especially for commercial work. A short line stating who may use the images, for what purpose and for how long avoids disputes. Your contract holds the full terms, and the invoice can reference it.
What should I charge for travel as a photographer?
Many photographers include a set radius in their packages and bill mileage or a flat travel fee beyond it. Destination work usually adds airfare, lodging and a daily rate. Put the rule in your contract so the line on the invoice is no surprise.
When should I send the final invoice for a wedding?
Send it with enough lead time for the balance due date you set, often four to six weeks before the wedding. That gives the couple time to pay before the day.
Send it from BillingOtter
A template still has to be emailed and chased. In BillingOtter the same invoice goes out by email with the PDF attached and a pay link, and you see what is paid, due or overdue.
- Email the invoice with the PDF and a Pay button
- Clients pay by card or US bank transfer (ACH) on Creator Pro, without creating an account
- Automatic payment reminders on Creator Pro, which stop as soon as the invoice is paid
- Free Starter covers 5 invoices a month, no card needed
Templates for related trades
Free tools for wedding, portrait and commercial photographers
Bill your next job from BillingOtter
Free for 5 invoices a month. Add card and ACH payments and automatic reminders with Creator Pro
Free for 5 invoices a monthNo card needed