ClauseryPhotography invoice template
A photography invoice sells more than time: it covers the session, the edited images, the rights to use them and any prints or travel. This template starts with those lines and does the maths.
Opens with the lines below already in. Add your prices; the subtotal, tax and total are calculated, and your next invoice starts with your business details and the next number.
No sign-up. Your answers stay in your browser. Who it is for: Wedding, portrait, product, event and commercial photographers. · Updated
Example: a photography invoice
| Description | Qty | Unit price | Amount |
|---|---|---|---|
| Photo session (hours) | 2 | $150.00 | $300.00 |
| Edited images delivered | 40 | $12.00 | $480.00 |
| Commercial usage licence | 1 | $400.00 | $400.00 |
| Prints and albums | 1 | $220.00 | $220.00 |
| Travel | 1 | $90.00 | $90.00 |
| Subtotal | $1,490.00 | ||
What to put on a photography invoice
Every invoice needs your details, the client's, an invoice number, the date, what you charged and when payment is due (see how to write an invoice). For photography work, also:
- The shoot date, location and type of session.
- How many edited images you are delivering, and how (gallery link, download).
- The usage licence: personal, editorial or commercial, and for how long. It is often the largest line for commercial work.
- Any retainer or deposit already paid, shown as an amount paid so the balance due is right.
Getting paid
- Take a non-refundable retainer to book the date, and invoice the balance before or on delivery of the gallery.
- Deliver full-resolution images once the invoice is paid; send proofs or watermarked previews before that.
- Whether sales tax applies to photography depends on where you work; check your local rules.
Before the work: the paperwork
An invoice is easier to get paid when it points back to something the client signed. Use the free photography contract to agree the price, scope and payment terms first, and the photo and model release or the price quote when you need them.
Guide: When do you need a model release? A plain guide
Questions
Should usage rights be on a photography invoice?
Yes, for commercial work. Naming the licence on the invoice (who may use the images, where and for how long) avoids disputes later.
How do I show a retainer that was already paid?
Turn on "The client has already paid part of it" in Clausery and enter the retainer. The invoice shows it and works out the balance due.
Do I need a model release as well?
If people in the photos are identifiable and the images will be used commercially, usually yes. Clausery has a free photo and model release.
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General information, not legal or tax advice. Rules on what an invoice must show vary by country and trade; check yours.