Photo Assistant Invoice Template

Free invoice templates for Photo Assistants built for day rate, overtime, and travel and mileage charges. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: photo assistant invoice, photo assistant bill, or assistant photographer invoice.

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Download Free Photo Assistant Invoice Templates

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

Sheets, Excel, Word and Doc Templates Coming November 21, 2025.

Custom Photo Assistant Invoice Template

Best for:

Logo, PO and project IDs.

Editable Photo Assistant Invoice Template

Best for:

Edit rates, gear, mileage, per diem.

Printable Photo Assistant Invoice Template

Best for:

Totals, approvals, signatures, dates.

Free Photo Assistant Invoice Template

Best for:

Hours, kit, travel, notes, client PO.

How to Invoice as a Photo Assistant

Quote the job, track your time and extras, then invoice cleanly so payment moves fast.

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In 5 Steps:

Confirm scope, rate, hours, travel, and extras in writing and request a deposit.
Send a deposit invoice and collect it before the shoot date.
Track hours, travel, and expenses on the day with simple notes.
Build the final invoice from your notes with clear time and expense lines.
Apply the deposit, show the balance due with terms, then send and file.

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What to Include in a Photo Assistant Invoice

Use these fields to make your invoice clear, professional, and compliant.

Invoice number
Issue date
Due date and payment terms
Your business name, address, and contact
Client billing name and address
Job title and job or PO number
Shoot date and location address
Description of services
Deposit received and balance due
Business or tax ID
Payment methods and late fee policy
Tax line if required, check local rules

Billing Scenarios for Photo Assistants

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

Full-Day Assistant Rate; Overtime Hour

Full-day that runs long

Shows the base day and the extra hours once the agreed day ends.

Half-Day Assistant Rate; Additional Hour

Half-day booking

Clarifies a short booking and the add-on if the shoot runs over.

Travel Time; Mileage

On-location travel or multiple stops

Covers time spent in transit and the cost of distance.

Assistant Kit Fee; Expendables

Bringing personal kit and expendables

Show the deposit as a prior payment and subtract it from the subtotal so the balance due is clear.

Digital Tech Add-On; Data Backup

Acting as digital tech

Separates the extra role and the data handling work.

Cancellation Fee; Hold Day Fee

Accounts for time reserved when the job is pulled or held.

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What photo assistants usually bill for

List day rate, overtime, travel, and mileage with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

On-Set Assistance

Time

Booked to assist on shoot day

Hours × hourly rate. Log call/wrap times and breaks to protect scope.

Pre-Shoot Prep & Gear Check

Time

Confirm kits, batteries, cards, and lists

Hours × hourly rate. Document what was prepped to reduce on-set delays.

Lighting Setup & Strike

Time

Stands, modifiers, flags up and down

Hours × hourly rate. Track separate from general assisting for clarity on crew workload.

Digital Tech / Tethering Support

Time

Tether, monitor, color, capture naming

Hours × hourly rate. Note software used and deliverables to align expectations.

Data Wrangling & Backup

Time

Offload cards, checksum, dual backups

Hours × hourly rate. Record volumes, paths, and verification to safeguard assets.

Travel Time

Time

Door-to-door time to location(s)

Hours × hourly rate. Define paid window and cap in advance to avoid disputes.

Equipment Pick-up/Return Runs

Time

Rental house or studio couriering

Hours × hourly rate. Combine errands when possible and list addresses for records.

After-Hours / Overtime

Time

Work beyond agreed hours

Hours × hourly rate. Apply only to approved overages; note trigger times in terms.

Portable SSD (Client Copy)

Item

Taxable

Client keeps a copy of footage

Qty × unit cost × (1 + markup%). Label capacity and interface for future reference.

COI Processing & Vendor Setup

Item

Certificate of insurance or onboarding

Item × admin rate. Include required limits and vendor deadlines to prevent reshoots.

Save and reuse your assistant rates and expenses

Create a free account and save day rates, overtime, travel, and mileage once, so nothing gets retyped.

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Common Photo Assistant Invoicing Mistakes

If you are chasing payments or fielding questions, these simple fixes remove friction and prevent disputes.

Mistake

How to fix it

Leaving off the job or PO number stalls approval and payment.

Add the client job number or PO on the invoice and in your email subject so accounting can match it fast.

Bundling time, travel, and expenses into one line hides costs and invites pushback.

List time and each expense on separate lines with short notes so totals are easy to verify.

Record start, meal, and finish times on the day and include a brief time log with the invoice.

Show the deposit as a prior payment and subtract it from the subtotal so the balance due is clear.

Skipping payment terms and a late policy slows payment and limits your options.

State the due date, accepted methods, and any late fee in the terms so the client knows how and when to pay.

Missing business or tax identifiers can trigger compliance holds.

Include your legal name and address plus the required business or tax ID on every invoice.

Photo Assistants Invoice FAQs

Billing for prep, shoot days, kit fees, OT, travel, cancellations, and holds. Use our Photo Assistants Invoice Template once, then get paid faster with clear answers.

How do I bill a prep day versus a shoot day?

Charge a lower rate for prep. Bill the full day for the shoot. Example: “Prep Day: 5 hours @ $35/hr = $175” and “Shoot Day: 10-hr day @ $350.”

What counts as overtime for an assistant?

Many clients treat 10 hours as the day. Time over 10 is 1.5x, over 12 is 2x. Rules vary—check local rules. Example: “Overtime: 2 hours @ $52.50/hr = $105.”

Can a photographer’s assistant add a kit or box rental?

Yes, if you bring tools and expendables. List it clearly and get approval in writing. Example: “Assistant Kit: flat $25/day.”

How should I bill travel, mileage, parking, and tolls?

Bill a travel day at 50% of your day rate if no shooting. Add mileage, parking, and tolls with receipts. Example: “Travel Day: 50% of $350 = $175,” “Mileage: 120 miles @ IRS rate,” “Parking: $18.”

How do cancellations and weather holds work?

Use a kill fee for last-minute cancels and a lower rate for holds. State the window in your terms. Example: “Cancellation <24 hrs: 50% of day rate = $175,” “Weather Hold: $150/day.”

Do I offer half-day rates?

Yes, if the job is five hours or less. Many assistants price a half day at 60% of the day rate. Example: “Half Day: 5 hours = $210.”

I assisted as first assistant and digital tech. How do I itemize that?

Separate the roles. Add a digital tech add-on and any gear. Example: “First Assistant: $350,” “Digital Tech Add-on: $250,” “Tether Kit: $75.”

Can I charge for gear pickup and returns on off days?

Yes. Bill your time for pickups, returns, and courier runs. Example: “Gear Pickup/Return: 2 hours @ $35/hr = $70.”