Download Free Journalist Invoice Templates

Download a template, then edit in PDF, Word, Excel, Google Docs or Google Sheets. Print or email when ready.

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Custom Journalist Invoice Template

Best for:

Logo, PO and outlet fields.

Editable Journalist Invoice Template

Best for:

Edit scope, rush, travel, revisions.

Printable Journalist Invoice Template

Best for:

Totals, approvals, signatures, dates.

Free Journalist Invoice Template

Best for:

Assignment, hours, expenses, rights note.

How to Invoice as a Journalist

A clear path from assignment to paid, with deposits used when they make sense.

Free Online Invoice Generator

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In 5 Steps:

Confirm the assignment, scope, rate, rights, and due date in writing.
Track word counts, days, hours, and any approved costs as you work.
If working with a new corporate client or non-news brand, send a deposit invoice before delivery.
Deliver the files, get acceptance, then build an itemized invoice tied to the assignment.
Apply any deposit to the balance, state payment terms, and send it to the billing contact.

Free Online Invoice Generator

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What to Include in a Journalist Invoice

These are the must-have fields for clear, compliant invoices.

Your name, business name, and contact info
Client publication and billing contact
Invoice number
Issue date and due date
Assignment title or slug
Contract or PO #
Rate basis (per word, day, photo, or video)
Quantity metrics (word count, hours, assets delivered)
Usage rights granted and term
Payment terms, remit-to details, and tax ID (check local rules)

Billing Scenarios for Journalists

How to label charges so every invoice makes sense the moment your clients see it.

Article fee (per word); Word count

Short article billed per word

Shows the rate and the verified total so the math is obvious.

Day rate; On-site hours

Full-day on-site reporting

Separates the rate from time on location to avoid disputes.

Photography fee; Usage license

Photo assignment with single-use rights

Makes the creative work and the allowed use crystal clear.

Video package; Transcription

Video interview package with transcript

State your due date, acceptable methods, and late policy in a consistent spot on every invoice.

Rush fee; Priority booking

Rush turnaround under 24 hours

Flags time pressure as its own cost, not hidden in the base rate.

Kill fee; Research time

Documents partial payment for work done and prep already invested.

Free Online Invoice

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What journalists usually bill for

Itemize writing, research, interviews, photos, and travel with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

On-site reporting day

Time

When on location gathering news

Hours × hourly rate. Log field time, site access, and breaks to protect scope.

Remote interviews & research

Time

When conducting calls or desk research

Hours × hourly rate. Include prep, calls, follow-ups; note recorded consent where applicable.

Feature article writing

Item

When drafting a long-form story

Qty × fixed rate. Based on approved brief and word count; includes one revision round.

Fact-checking & sourcing

Time

When verifying names, dates, claims

Hours × hourly rate. Verify claims, citations, and contact confirmations; attach sources.

Transcription

Item

When converting audio to text

Audio minutes × unit rate. Human-reviewed for names and terms; deliver clean text.

Photo licensing (single image)

Item

When client needs image rights

Qty × license rate. Rights-specified usage; deliver high-res file and caption.

Travel expenses (pass-through)

Item

When client approves travel spend

Pass-through as billed. Attach receipts for transport, lodging, and mileage notes.

Rush/after-hours surcharge

Item

When deadline or work is after hours

Qty × surcharge rate. Applies to work outside standard hours or accelerated deadlines.

FOIA request fees (pass-through)

Item

When records require agency fees

Pass-through as billed. Include agency invoices and request numbers for records.

Printed reprints

Item

Taxable

When client orders physical copies

Qty × unit cost. Physical copies for clients or sources; specify size and finish.

Save and reuse your journalism rates and fees

Create a free account and save writing rates, research hours, and travel costs once, so nothing gets retyped.

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Common Journalist Invoicing Mistakes

Real work gets messy. These fixes keep your paperwork clean and your payment moving.

Mistake

How to fix it

Missing invoice number or dates stalls accounting and risks a lost payment.

Assign a unique number, add issue and due dates, and keep a simple log so sequences never collide.

No assignment title or contract reference makes it hard for AP to match your work to their records.

Include the assignment title or slug and the contract or PO reference every time so they can route it fast.

Describe the work in plain language and connect it to concrete deliverables they recognize.

State your due date, acceptable methods, and late policy in a consistent spot on every invoice.

Bundling travel and other out-of-pocket costs into the service fee causes pushback or denied reimbursements.

List expenses separately, follow the client policy, and attach clear receipts; check local rules.

Wrong remit details or missing tax info triggers holds and compliance reviews.

Use your legal name, correct remit details, and include required tax identifiers or forms as requested.

Journalists Invoice FAQs

Pricing for reporters and photojournalists: per-word, day rates, kill fees, travel, rights, and terms. Use our Journalists Invoice Template and get clear answers.

How should a reporter bill per word versus a flat fee?

Bill per word when scope may grow. Use a flat fee for defined assignments. Example line item: “Feature article, 1,200 words @ $0.75/word = $900.”

What belongs on an invoice for a photo assignment?

Include day rate, editing time, usage license, and expenses. List rights clearly. Example line item: “Half-day shoot $450; Editing 2 hrs @ $60/hr = $120; License ‘web + print, 1 year, North America’ $300.”

How do I charge for a killed story?

Add a kill fee in your terms, often 25%–50% of the agreed rate. Trigger it when the editor cancels after you’ve started. Example line item: “Kill fee 30% of $900 = $270.”

Can I bill travel, meals, and a fixer on foreign reporting?

Yes, if pre-approved. Pass through at cost with receipts, plus your time. Example line items: “Mileage 120 miles @ IRS rate; Fixer 6 hrs @ $40/hr = $240; Per diem $60.”

How should correspondents price exclusivity, syndication, and reprints?

Charge a premium for exclusive rights and separate fees for syndication or reprints. Spell territory and term. Example line item: “Exclusive premium +50% of $900 = $450; Reprint license ‘1x print, USA’ $150.”

Do I add sales tax for journalism services?

Often no for services, but rules vary—check local rules. Tax may apply to tangible goods like prints or drives. Example line item: “USB with raw audio $35 + applicable sales tax.”

How do I bill rush turnaround and after-hours work?

Add a rush percentage or an overtime hourly. Define when the premium kicks in. Example line item: “Rush fee +25% of $600 = $150; After-hours 3 hrs @ $85/hr = $255.”

What about revisions and fact-check changes beyond scope?

Include one round in your rate. Bill extra rounds or major changes hourly. Example line item: “Additional revision 1 hr @ $75/hr = $75; Source document retrieval $18 pass-through.”