Photography invoice template
A photography invoice with the licence spelled out
A photographer’s invoice does two jobs a designer’s does not: it bills for time on the day, and it bills for the right to use the pictures afterwards. Clients who see one number cannot tell which is which, and later, when they want the images for a billboard, neither can you.
This template keeps the shoot, the post-production and the licence as separate lines, so the invoice is also the record of what was granted.
No signup · Free PDF download.
What to include
- The shoot: date, location and what it was, in the first line. “Product shoot, Studio B, 4 Sep 2026, half day”.
- Post-production as its own line: number of finals, retouching level, delivery format.
- The usage licence as its own line: medium, territory, duration. “Web and social, worldwide, 2 years”.
- Expenses at cost: assistant, studio hire, travel, props.
- The deposit already received, as a discount with a note.
- Payment details and a due date.
How photographers price, and how to write it
Day and half-day rates. Quantity is the days; unit price is the rate. “Photography, 1.5 days at 900”.
Per final image. “Retouched finals, 24 at 35”. This is easy to check against the delivery gallery.
Usage and licensing. Price the licence separately from the shoot. A licence line makes an extension a simple second invoice: “Licence extension: print advertising, UK, 1 year”. If the client wants a buyout, say “All media, worldwide, perpetual” and price accordingly.
Packages. Weddings and events are usually a package price. Put the package as one line, and any add-ons (second shooter, extra hours, album) as their own lines.
Deposits and balances
Send the deposit as its own invoice before the shoot. After delivery, the final invoice lists every line at full price and applies a fixed discount equal to the deposit, with “Deposit received, INV-0053” in the notes. The client sees the whole job and the balance due, and the tax row is calculated on the balance.
Using the generator
Classic suits a photography invoice: it gives the description column room for the licence wording. Add the shoot line, the post-production line, the licence line and expenses. Turn on tax if you charge it. In the notes, restate the licence in a sentence and add your delivery link. Payment instructions written as “Bank: …” lines print as a table. Download the PDF, or with a free account send a share link and mark it paid when the money arrives.
A worked example
- From
- Nadia Rahman Photography
- To
- Fern & Field
- Number
- INV-0058
- Shoot
- Studio B, 4 Sep 2026
- Issued
- 10 Sep 2026
- Due
- 24 Sep 2026 (Net 14)
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Product shoot, Studio B, 4 Sep 2026, half day | 1 | £650.00 | £650.00 |
| Retouched finals, 24 at 35 | 24 | £35.00 | £840.00 |
| Usage licence: web and social, worldwide, 2 years | 1 | £400.00 | £400.00 |
- Subtotal
- £1,890.00
- Deposit received (INV-0053)
- −£500.00
- VAT (20%)
- £278.01
- Total
- £1,668.01
The licence is its own line, so an extension next year is a one-line invoice that refers back to this one.
Questions
Should the licence be on the invoice or in a separate document?
Both is safest. The invoice line records what was paid for; a short note in the notes field restates the terms. Invoira prints what you write and does not supply legal wording.
How do I bill a second shooter or an assistant?
As a separate line at cost or at your markup, with the date. Set its Tax % to match your other lines unless your accountant says otherwise.
Can I include a gallery link?
Yes, in the notes. Links print as text on the PDF and on the share page.
How do I handle a deposit?
Invoice the deposit separately, then on the final invoice add a fixed discount equal to the deposit and reference the deposit invoice in the notes.
Can I invoice in the client’s currency?
Yes. Pick it in the preview and every amount is formatted with that currency’s rules. Conversion is between you and your bank.
Related
- Designer invoice templateA designer’s invoice: deliverables, rounds and rights, priced clearly
- Writer invoice templateA writer’s invoice for pieces, words, retainers and rights
- Freelance invoice templateFreelance invoice template
- Open the generatorStart typing your invoice. No account, free PDF.
- Invoira homeThe three layouts, and what an account adds.
Your turn
Turn this example into your invoice.
The line items are already there. Change the client, work, rates and dates, then download the PDF.
Updated 2026-09-10. Invoira formats what you enter; it does not give tax or legal advice.