Free Photography Invoice Templates

Wondering how to write an invoice for your photography services? Your skills are worth every penny, and the photography invoice you send to clients should articulate that. Your invoice should include itemized descriptions of each service you’re providing that ultimately leads to the end product: the photos. Services and items you may bill for include:

• Time photographing the event or location
• Photoshop
• Developing photos
• Rental equipment
• Printed photos, special prints, or photo albums
• Licensing fee
• Creative fee
• Travel expenses
• Additional photographer or assistant

There may be additional items as it relates to your industry. For example, wedding photographers may bill for an engagement photo session or a pre-wedding meet-up at the venue. Real Estate photographers may also consult on staging and bill for additional time. Commercial or freelance photographers can charge for greater post-production needs and contracting their own models. Be sure to list each individual charge separately and include a brief description of the service.

Prepare your invoice template first by personalizing it to your photography business. Upload your business logo, adjust colors and fonts, and input information about your business. Not sure what other information your photography invoice should include? Here are the essentials:

• Your Contact Information: Business Name, Address, Phone Number, Email, Website
• Your Client’s Information: Name or Business Name, Email, Phone Number, Address
• Unique Invoice Number
• Invoice Date: The date the invoice is sent, not the date payment is due
• Service Details: Description of service, date performed, billing rate (flat fee or hourly calculation), invoice terms (late fees, etc.)
• Due Date: The date payment is due
• Personal Note: Although not required, as a consultant this is a great way to boost client retention and leave the recipient with a positive impression
• Payment Details: How your client can fulfill the invoice

Ultimately, the goal of your invoice is to bill your client. The simpler you can make it for your client to pay you, the faster you’ll get paid! Include detailed steps guiding them in submitting payment, whether through an external payment method or via ACH. With Lili, you can connect Stripe, Venmo, CashApp, Paypal to make it even easier for clients to pay you quickly!

Anyone can snap a picture, but what you do is true artistry! The skill and talent you bring your clients is unmatched by DIY alternatives, making it essential for capturing the moments they never want to forget.

Everything your client sees from your business should reflect your style and your professionalism, and that includes your photography invoice! When it comes to both photography and invoicing, the skill is in the details. That’s what takes you from hobbyist to professional photographer.

• Failing to send the invoice promptly after the contract is signed. Give your client a reasonable amount of time to pay you before the shoot.
• Invoicing after the event or project is complete risks not getting paid. Secure your payments by billing your clients for a retainer before their photo session.
• Not itemizing services can leave your client wary of a large bill, especially if it includes additional items they didn’t expect (i.e. travel expenses)
• Identifying retainer and final payment invoices so your client knows another bill is coming after the initial retainer.
• Not providing electronic payment options makes it difficult for clients to pay you, especially if they don’t live nearby.
• Not backing up invoices in the cloud or with invoicing software not only makes it difficult to keep track of multiple invoices, but also means you won’t be able to access invoices easily from any location.
• Not following up on past due invoices. Your client likely has a lot of moving parts to their event or project, so don’t let your invoice go forgotten.
• Not using invoicing software. While you can invoice with free templates, your clients will appreciate a system designed to make submitting payment easy.

Once you understand how to create an invoice, you should consider which format is best for you and your photography clients. From word processors to spreadsheets, invoice templates are available in a variety of formats to suit your photography business’s needs.

Word and Google Docs Invoice Templates

Customizable invoice templates in these word processing applications include pre-built fields and lines that are easy to fill and send, though you must manually input all information yourself due to a lack of formula capabilities. This makes them less than ideal for photographers, who often have several clients and projects and require something more efficient.

Excel and Google Sheets Invoice Templates

These spreadsheet platforms have free invoice templates with an element of automation, as they include formulas to automatically calculate quantities and totals. This formula functionality makes filling and sending multiple invoices a breeze, saving you time on the accounting side of your photography business.

PDF Invoice Templates

Not every client will have the proper software to properly view your invoice, but PDF templates solve that problem by helping you create a photography invoice that is easy to print out or email to your clients. Although PDFs are great for clients, they can be more difficult to adapt for individual invoice needs.

Invoicing software will take your photography business to the next level with automated integrations and a streamlined client experience. Here are just a few of the key benefits:

• Invoicing integrated with your other financial software
• Easily customizable to professionally capture your signature style
• Automatically generates invoice numbers for accounting ease
• Saves details for repeat clients
• Ability to send invoices via multiple channels to suit varying client needs
• Connects with payment apps for ease of processing
• Unlimited invoice creation and storage