Photographer Invoice Template

Free invoice templates for photographers built for session fees, editing and retouching, and image licensing fees. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: photographer invoice, photographer bill, or photography invoice.

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Download Free Photographer 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 Photographer Invoice Template

Best for:

Logo, license and PO fields.

Editable Photographer Invoice Template

Best for:

Edit packages, travel, add retouch.

Free Photographer Invoice Template

Best for:

Session, hours, deliverables, usage terms.

Printable Photographer Invoice Template

Best for:

Totals, model release, signatures.

How to Invoice as a Photographer

From estimate to paid, keep it tight so clients know what they bought and when they get it.

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In 5 Steps:

Confirm scope, usage, and shoot plan in a signed estimate and collect a retainer.
Track time, travel, crew, rentals, and approved changes as the job runs.
After the shoot, log deliverables and post production, and attach receipts and permit or release IDs.
Build the invoice with fees, expenses, taxes, and usage, then apply the deposit to show the balance due.
Send the invoice with delivery details and payment terms, then follow up before the due date.

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What to Include in a Photographer Invoice

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

Your business name, address, email, and phone
Client name and billing address
Invoice number
Issue date and due date
Job or contract reference
Shoot date(s) and location
Usage license summary with term, territory, and License ID
Permit or release numbers as needed; check local rules
Tax ID and business license number
Deposit or retainer received and amount applied
Payment terms and accepted methods
Delivery method, file format, and delivery due date

Billing Scenarios for Photographers

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

Half-Day Shoot Fee; Overtime Hours

Client books a short shoot that runs over the cap

Shows the base time and the extra time so the overage is simple to approve.

Travel Time; Mileage

You drive to a distant location for the shoot

Separates time from vehicle cost so the client sees both parts.

Second Shooter; Photo Assistant

You add help on set

Makes added crew transparent and prevents surprise labor charges.

Retouching Hours; Rush Turnaround

Client asks for heavy edits or a rush turnaround

Apply the correct rate only to taxable items like prints or physical products, and exclude exempt services; check local rules.

Web/Social License, 1 Year; Additional Media License

Images will be used for business marketing

States what rights are included now and how broader use is priced.

Studio Rental; Gear Rental

Separates pass through costs from your creative fee.

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What photographers usually bill for

List session fees, editing, retouching, licensing, travel, and add ons with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

On-site photography

Time

Booking on location

Hours × hourly rate. Include setup and tear-down on the timesheet; keep licensing separate on its own line.

Pre-production

Time

Brief, shot list, or scout

Hours × hourly rate. Cover creative call, location scout, call sheets, and scheduling so shoot time stays focused.

Retouching

Item

Image cleanup and polish

Images × per-image rate. Define the included revision round and note extra revisions as additional items.

Image licensing

Item

Grant usage rights

Licenses × rate by media, term, and territory. Specify start date and any exclusivity in the description.

Second shooter

Time

Extra coverage needed

Hours × hourly rate. Note role (assistant vs. second shooter) and deliverables they’ll capture.

Travel & mileage

Item

Drive to client/site

Trip × call-out + Miles × per-mile rate. Note parking or tolls as pass-through with receipts.

Rush turnaround

Item

Faster delivery requested

Order × rush fee. State the delivery deadline and what files are included to avoid scope creep.

Location permit

Item

Permit or venue fee

Pass-through as billed. Attach approval or receipt; add buffer days for processing and enforcement checks.

Prints

Item

Taxable

Client keeps physical prints

Sizes × qty × unit cost. Confirm paper finish and color proof before production to prevent reprints.

Gallery hosting

Item

Online gallery access

Months × rate. List expiration date and download limits; remind client before auto-archive.

Save and reuse your photography packages and fees

Create a free account and save package prices, editing rates, licensing, and travel fees once, so nothing gets retyped.

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Common Photographer Invoicing Mistakes

Real-world snags that slow payment and spark disputes, with simple fixes that keep cash moving.

Mistake

How to fix it

Leaving out the deposit or not showing it applied makes the total look inflated and delays payment.

Show the deposit as a credit and clearly net it against the subtotal to reveal the balance due.

Skipping permit or release identifiers can trigger compliance issues and get the invoice rejected.

List permit numbers, release IDs, and any required license numbers in the header or notes, and attach copies where needed; check local rules.

Summarize the scope in a clear sentence that includes date, location, deliverables, and approval steps.

Apply the correct rate only to taxable items like prints or physical products, and exclude exempt services; check local rules.

Omitting delivery format and due date creates back and forth and stalls payment.

State the file format, resolution, delivery method, and delivery date in the invoice notes so expectations are set.

Not referencing approved changes makes add on costs look arbitrary.

Include the change approval reference and attach the email or document so the paper trail is obvious.

Photographers Invoice FAQs

Line up session fees, usage licenses, second shooter, travel, retouching, prints, and rush edits for residential and commercial shoots, get paid faster with clear answers.

How should a wedding shooter price packages vs hourly?

Use packages for predictable deliverables. Add extras as line items. Example: “8-hour wedding package: $2,400; add-on: extra hour: $250; add-on: 20-page album: $350.”

How do I charge for travel and mileage?

Set a radius that’s included, then a per-mile rate beyond it. Include parking, tolls, or per diem for overnight. Example: “Travel up to 25 miles: included; mileage beyond: $0.65/mi x 40 = $26; hotel: $135.”

When do I bill for a second shooter or assistant?

Add it when the timeline or guest count requires more coverage. Price as a flat or hourly add-on. Example: “Second shooter, 6 hours: $360; lighting assistant, 4 hours: $160.”

How do I price image licensing for commercial use?

Charge for usage, not just shooting time. Define medium, term, and territory. Example: “Web and social, 1 year, U.S.: $600; print brochure up to 10k copies: $450.”

What counts as overtime on event days?

Anything beyond the booked window or after agreed quiet hours. State the hourly and when the clock starts. Example: “Coverage booked 2–8 pm; overtime after 8 pm: $250/hr; 1.5 hours overtime: $375.”

Do I bill for permits or location fees?

Yes. Treat them as pass-through costs with receipt copies. Rules vary—check local rules. Example: “City park permit: $85; processing fee: $10.”

How should a studio charge for retouching and RAW requests?

Include basic edits, then price advanced retouching or RAW delivery separately. Be clear on what’s included. Example: “10 retouched portraits included; advanced skin retouching: $25/image x 6 = $150; RAW file access: $200.”

What’s a fair way to handle rush delivery?

Add a rush percentage or a flat fee tied to the deadline. Define the turnaround in writing. Example: “Standard gallery in 14 days; 72-hour rush: +25% of shoot fee = $200.”