Download Free Videographer 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 Videographer Invoice Template

Best for:

Logo, PO and project ID fields.

Editable Videographer Invoice Template

Best for:

Edit shoot days, edits, add captions.

Printable Videographer Invoice Template

Best for:

Totals, approvals, signatures.

Free Videographer Invoice Template

Best for:

Hours, gear, deliverables, usage terms.

How to Invoice as a Videographer

Book the job, track the work, then bill clearly so your client pays fast and you protect your rights.

Free Online Invoice Generator

☝️ No sign-in. Save as PDF.

In 5 Steps:

Send a written estimate that confirms scope, dates, deliverables, usage, and rates, and get approval.
Invoice a retainer to secure the date, note it as a project deposit, and record payment.
Log hours, crew, rentals, permits, and mileage during preproduction, the shoot, and editing.
Build the final invoice with itemized services and expenses, then apply the deposit to the balance.
Set payment terms, attach a review link or delivery note, and send the invoice with clear ways to pay.

Free Online Invoice Generator

☝️ No sign-in. Save as PDF.

What to Include in a Videographer Invoice

These are the must-have fields for clear, compliant invoices clients can approve quickly.

These are the must-have fields for clear, compliant invoices clients can approve quickly.

Business name, address, email, and phone
Tax ID or business registration
Client name, billing address, and contact
Invoice number and project or PO reference
Issue date, due date, and payment terms
Service period and shoot location
Itemized services and expenses with quantities and rates
Usage license summary and deliverables
Deposit or retainer received with reference
Compliance IDs when required (permit or certificate #) and taxes, total, balance due, and payment methods

Billing Scenarios for Videographers

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

Half-Day Rate; Setup/Teardown

Short project booked as a half day

Shows capped shooting hours and lists prep time separately so the block is clear.

Overtime Hourly; Crew Overage

Shoot runs past the agreed day rate

Flags extra hours beyond the cap and ties added crew costs to the same overage.

Second Shooter Day Rate; Assistant/PA

You add a second shooter for coverage

Clarifies added labor and responsibility so the client understands the larger team.

Camera/Grip Kit Rental; Lighting/Audio Rental

You rent gear not in your base kit

List the actual dates, hours, and primary location for the project and include any relevant project or permit IDs.

Rush Edit Fee; Weekend/Holiday Work

Client requests next day delivery

Sets a premium for accelerated turnaround and notes out-of-hours effort.

Raw Footage Transfer; Hard Drive Purchase

Covers time to prep files and the storage cost if you supply the drive.

Free Online Invoice

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What videographers usually bill for

Itemize shooting hours, editing time, gear rental, mileage, and travel with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Pre-production planning

Time

Scope, shot list, schedule, crew

Hours × hourly rate. Include shot list, schedule, crew, and approvals in scope.

Principal filming day

Time

On-site capture during the main shoot day

Hours × hourly rate. Count setup, company moves, and strike in time.

Drone cinematography

Time

Aerial shots where flight is approved

Hours × hourly rate. Pilot follows licensing and local flight rules; check airspace and weather.

On-location travel/mileage

Item

Trips to client site(s) beyond base radius

Miles × mileage rate or trips × call-out rate. Include parking and tolls as pass-through.

Editing & assembly

Time

Cutting footage into a first edit

Hours × hourly rate. Assemble selects to a first cut using the approved brief; version clearly.

Color grade & sound mix

Time

Polish look and balance audio

Hours × hourly rate. Balance audio, reduce noise, and match looks across shots for a consistent finish.

Licensed music track

Item

Client needs commercial-use music

Pass-through as billed. Provide proof of license and note allowed uses and duration.

Location permit fees

Item

Filming requires municipal or private permits

Pass-through as billed. Attach permit approvals and any required insurance or site agreements.

Additional revision round

Time

Edits beyond included rounds

Hours × hourly rate. Applies after included rounds; group notes and timestamp requests.

Delivery hard drive

Item

Taxable

Client requests physical media delivery

Qty × unit cost × (1 + markup%). Client keeps the drive; verify checksum before delivery.

Save and reuse your video shoot and edit rates

Create a free account and save day rates, edit prices, gear rental, and mileage once, so nothing gets retyped.

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Common Videographer Invoicing Mistakes

These errors slow payment and spark disputes, but simple fixes keep projects smooth and profitable.

Mistake

How to fix it

Leaving out usage terms leads to scope creep and fights over where the video can run.

Add a short license that states platforms, territories, and duration, and price any upgrades separately.

Failing to apply the retainer makes the client think they owe more than they do.

Record the retainer as money received and subtract it from the total so the balance due is obvious.

Break charges into separate lines with units, rates, and quantities so each piece is easy to verify.

List the actual dates, hours, and primary location for the project and include any relevant project or permit IDs.

Not stating revision limits turns open ended edits into unpaid rounds.

Set the included number of review rounds and the hourly or per round rate for extras, and require written approval before additional work.

Charging tax incorrectly on goods versus services creates compliance risk and overcharges clients.

Tax only tangible items like drives or media when required and show the rate and amount clearly. Check local rules.

Videographers Invoice FAQs

Get paid cleanly for shoots, edits, gear, travel, permits, and usage. Line items, markups, terms, and taxes for cinematographers and video producers, with clear answers.

How should I bill a full-day shoot vs a half-day?

Charge a flat day rate and a lower half-day rate with clear hours. Add overtime after your cap. Example line items: Full-day shoot (10 hrs): $1,600; Half-day (5 hrs): $950; Overtime (per hr): $150.

How do I price editing rounds, and when do revisions become change orders?

Bake in one or two rounds, then switch to hourly or per-change pricing. Define what counts as a new scope. Example: Edit package (includes 2 rounds): $900; Extra revision (per hr): $90.

How do I list gear rentals and my own kit fee?

Separate rentals from your owned kit. Rentals pass through with proof; kit is your daily fee. Example: Camera kit fee (per day): $150; Gimbal rental (1 day): $65; LED panel rental (2 days): $80.

Should travel, per diem, and mileage be separate lines?

Yes. Itemize so clients see the true cost to move crew and gear. Example: Mileage (120 mi at IRS rate): $78; Per diem (2 crew x $55): $110; Hotel (1 night): $139.

When do I add drone charges and compliance details?

Add drone as its own line plus licensing. Include pilot credential and airspace notes. Example: Drone operator, Part 107 certified: $300; FAA waiver filing: $50.

What deposit should I request and how do I apply it on the invoice?

Collect a nonrefundable retainer, usually 30% to 50%, credited at final payment. Show it as a negative line. Example: Project total: $3,200; Retainer received: -$1,280; Balance due: $1,920. Use this with your Videographers Invoice Template.

How do I handle a kill fee or client cancellation?

Spell out time frames and percentages. Charge for held dates and completed work. Example: Cancellation 48–24 hours before shoot: 50% of day rate; Same-day cancellation: 100% of day rate.

How should I itemize music licensing, stock footage, and usage rights?

Break them out as rights, not labor. Note duration, territory, and media. Example: Music license, 1 track, web only, 1 year: $120; Stock b-roll, 2 clips HD: $90; Usage upgrade, TV, 1 year: $300.