Photography Invoices: 亿游彩票平台 and How To Make Your Own

Photography invoices do more than just get you paid鈥攊f they鈥檙e done right, they can keep clients coming back. Here are some tips and templates that make it easy.

Piggy Bank

Whether you鈥檙e working as a freelance photographer or have your own photography business, it鈥檚 essential to know how to create a proper invoice.

For one thing, it鈥檚 what lets you get paid! But almost as importantly, your invoices can be another way to show clients that you鈥檙e a professional.

Your Invoices Say a Lot About You

Let鈥檚 face it. If your invoices look amateurish, it sends the wrong message. It suggests you may be inexperienced, scatterbrained, or that you don鈥檛 put enough effort into your work. And if you don鈥檛 include all the information the client needs, they may get annoyed that they have to go back and forth with you just to pay their bill.

On the other hand, if your invoices are expertly crafted and easy-to-understand, clients will be more likely to come back to you in the future. And making professional-looking invoices is easy once you know how.

There are lots of great photography invoice examples available online, and there are free templates that are fast and simple to use. But to make the most of those templates, you need to know exactly how to fill them out.

That includes everything from knowing the essential information to choosing the right billing method and setting a fair pay rate. So before we look at some examples of photography invoice templates you can use, let鈥檚 go over what information you should include.

Image via

Essential Info for Photography Invoices

These are the essentials. The following information should be included in every photography invoice you create. Many of them are not just a matter of professionalism, they are actually required for legal or tax purposes. So make sure your invoices include:

  • An invoice number

  • The date

  • Your information (name or company name, address, and contact details)

  • Payee information (client鈥檚 name and address)

  • Description of services

  • Charges

  • Payment details

Most invoice templates will prevent you from forgetting these things since there鈥檚 a blank space or heading for each of them. However, there are many finer details and standard practices of invoicing that you should also be aware of.

Invoicing Like a Pro

Here are some things to keep in mind that can instantly make your photography invoices more professional.

Choose the Right Billing Method

There are a couple of standard billing methods commonly used in the photography industry, and what type you should use depends on the project. To help you make sense of it, here are descriptions and pros and cons of the different methods.

Time Plus Cost

Bill your clients for the time it takes to complete a job, plus the direct costs involved. Your invoice will note the hours you spent on the project and then apply your pay rate. It will also list all of the direct costs (travel, models, special equipment rentals) and the charges for each. This method is ideal for projects where the amount of work or time required is uncertain, and it is often used for event photography including weddings and corporate events.

Pros

  • Ensures you get paid for all the work you do, and any unforeseen costs.

  • Useful for projects where it鈥檚 hard to estimate how long it will take or if there may be extra work required.

Cons

  • Makes your invoices look more complicated, and you may need to explain things to clients.

  • Some clients won鈥檛 like starting a project without a set price beforehand.

  • Showing clients the charge for each aspect of a project can lead them to suggest ways to save money, such as by skipping a step in your process.

Lump Sum

Bill your clients a set price for a specific task. This billing method is suitable whenever you are confident you know the amount of work a project will require. For example, portrait photographers often use this billing method when creating a photoshoot invoice for a portrait session.

Pros

  • Suited to projects with a well-defined scope.

  • It allows clients to see the price beforehand.

  • You get paid the same even if you finish the job ahead of schedule.

Cons

  • You may end up doing extra work or spending time on a project without extra pay.

Service-Expenses-Licensing

Bill your clients for time and expenses, as well as a licensing fee for your images for a specified period of time. This billing method is best suited to projects that involve your images being used on a large scale (such as product photography for a national campaign) because you can charge more based on image usage.

To help you figure out a fair rate, take a look at this guide on how to price your photography, or use this from the Association of Photographers.

Pros

  • You can earn higher pay based on how widely your image is used.

  • You get to keep ownership of your images. Once the licensing period is over, the client would need to renew or you can sell the images to someone else.

Cons

  • More complicated than other billing methods.

  • Creates the responsibility of monitoring image use both during and after the license term.

Image via

Choose a Proper Invoice Number

The invoice number should be clearly stated at the top of every invoice. Without it, an invoice is not considered a legal document. For tax and accounting purposes, the standard rules for invoice numbers are that they should be sequential, avoid gaps, and you should never repeat a previously used number.

One way to stay organized is to use an that includes the date. That way, you can quickly tell when each invoice was created. For example, your first invoice for the year 2020 could be 鈥20001鈥.

If you鈥檙e wondering why not keep it simple and use 鈥201鈥 as the first invoice number for 2020, it鈥檚 because with only three digits you鈥檒l quickly run out of space; You won鈥檛 be able to do another sequential number after you reach 209.

But by including more digits, you leave more room for invoice numbers. So be ambitious about the number of jobs you鈥檒l land this year, and include some extra digits!

Include the Taxes

Taxes are often overlooked by freelancers who are just starting out. But if you鈥檙e going to have to pay sales tax on the fees you collect, you don鈥檛 want to forget to include it in your invoices. Otherwise, you鈥檒l be forced to pay it out of your own pocket later.

The tax laws regarding photography vary greatly depending on your location. For example, some U.S. states don鈥檛 collect any sales tax at all, some states tax photo sales but not photography services, and others consider all photography services taxable because they鈥檙e part of the 鈥渇abrication process鈥 of photos. So you鈥檒l have to look up the applicable rules for your area.

Once you know what tax rate to apply, adding it to your invoices is simple. And as you鈥檒l see below, there are tools that can calculate it for you and add it to your invoices automatically.

For more information on handling the taxes for your photography business, take a look at this guide: Taxes for Freelancers: The Creative Professional鈥檚 Guide to Accounting and Taxes.

Add Terms and Conditions for Late Payment

It wouldn鈥檛 be necessary to include things like payment due dates and late fee policies if everyone paid their bills promptly, but that鈥檚 not the case. So you should include a concise section on your invoice to identify when the payment is due, and what the penalty is for late payments. That way, when a payment inevitably doesn鈥檛 come in on time, you鈥檒l know what to do.

You won鈥檛 be second-guessing yourself about whether it鈥檚 too early for you to follow up and contact the client. Instead, it will all be there in black and white.

If you鈥檙e afraid that charging late fees will hurt your relationship with a client, you can always decide to waive them on a case-by-case basis. Simply having the terms and conditions on your invoice tends to be an effective incentive for clients to pay on time, and it will be there if you need it in case of a dispute.

One thing to note is there are laws against charging excessive late fees, and they vary by location. So before you actually collect late fees on an overdue bill, you鈥檒l want to look up the applicable rules in your area.

Here鈥檚 a professional example of terms and conditions for a late payment penalty:

  • 鈥淭hese charges may accrue late interest at 2% of the outstanding balance per week, or the maximum rate permitted by law.鈥

And if you鈥檙e having trouble collecting your fees, take a peek at this guide on how to tactfully ask the client for a payment:

7 Ways to Follow Up On An Invoice Without Sounding Like A Nag

Throw in a 鈥淭hank You鈥

It may seem like a minor thing, but simply including the phrase 鈥渢hank you鈥 in your invoice can go a long way towards giving it a friendlier tone. And believe it or not, there鈥檚 been research that shows invoices that include phrases like 鈥渢hank you for your business鈥 are five percent more likely to be paid.

And if you want to go the extra mile, you can use the 鈥渢hank you鈥 message as a way to recognize your relationship with the client or offer them a perk, such as:

  • 鈥淭hank you for the opportunity to serve you over the past five years. I appreciate your ongoing business.鈥

  • 鈥淎s a thank you for your ongoing business, we would like to offer you 10 percent off for your next project鈥

Create a Logo

Including a logo is a great way to add a personal touch to your invoices. So if you haven鈥檛 already, you should consider creating your own logo. A good logo can:

  • Help clients remember you

  • Add a sense of professionalism

  • Convey your unique style

In addition, many photographer invoice templates include a space for a logo in their design. So if you use one of those templates and don鈥檛 have your own logo, your invoice can look like something is missing.

Image via

Where to Find Free Invoice 亿游彩票平台

There are many places online where you can find free photography invoice templates. But some are better than others.

For example, you can get a range of invoice templates for Word and Excel through the . While those templates will work fine, they are just generic templates and include headings for information you likely won鈥檛 need.

On the other hand, if you choose a template designed specifically for photography, it can make your invoicing simpler. So here are some options for great photographer invoice templates that you can use for free.

Invoice Simple

This invoicing software company offers several free photography invoice templates, and each template is labeled for a different type of photography job, such as 鈥渆vent鈥, 鈥渇reelance鈥, and 鈥減hotography assistant鈥. The main difference between them is whether they are set up for billing an hourly rate or a lump sum.

The site鈥檚 standard photographer invoice templates can only be downloaded in Excel format, so keep that in mind if that鈥檚 not your preferred program. But the website does let you customize the templates online and then print or download them as PDFs.

That means you can use their online editor to tweak the design, colors, and layout, and then input all of the information to complete the invoice, without the need to create an account. As a bonus, this photography invoice generator can automatically calculate and include the taxes.

FreshBooks

The accounting company FreshBooks offers a few different styles of free photography invoice templates. The website also provides the option to customize a template online, but you鈥檒l need to create a free account to get access to that feature.

If you鈥檙e looking for an attractive invoice template that you can download in a variety of file formats, this is a great option.

Hloom

This company specializes in selling resume templates, but they also offer a range of free invoice templates for download, including several great options for photographers.

When compared to the other templates on this list, the ones offered by Hloom are a little more business-like and minimalist. So if you want an invoice that gets straight to the point with no distracting colors or unnecessary design elements, look no further. Hloom offers several templates that include each type of billing method you could need.

Show Clients You鈥檙e a Professional

With all the competition out there, it can be hard to make a name for yourself as a professional photographer. When you鈥檙e just starting out and trying to build a reputation, you should be doing everything you can to show clients that you鈥檙e a professional.

There are a number of ways to do that. Just a few of them include:

Your invoices are just one more tool to add to that list of ways to convince clients to keep coming back. And if you put these tips into practice, you鈥檒l be making perfect invoices that impress clients in no time.

Want more tips on running a photography business? Check out these guides!

The Secret to Dealing with an Unhappy Photography Client

Ace Your Client Relations With These 17 Easy Tricks

How Much Do Magazines (And Other Publications) Pay for Photos?