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Videographer invoice template

A videographer invoice template that counts the deliverables

Video jobs are quoted as one film and delivered as nine. Separating shoot days, edit time, hire costs, and each version keeps the invoice matched to the work that actually happened.

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The line items below are pre-filled for this kind of work. Edit anything, add your amounts, and download the PDF — no account needed.

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Free — no signup required. 5 invoices/day limit.

What to include

Production invoices are approved by people who were not on set. Every line should make sense to someone reading it three weeks later with only the brief in front of them.

  • Shoot days by date, with crew and call times
  • Edit time through to final delivery — cut, colour, and sound
  • Equipment, drone, studio, and location hire at cost or with the margin stated
  • Booking deposit shown as a credit against the total

Crew, hire, and pass-through costs

On anything bigger than a one-person shoot you are fronting money for other people. Those costs need to be visible as costs, or your day rate looks four times higher than it is.

  • List second camera, sound, and assistants individually where the client approved them
  • Keep hire costs separate from your fee
  • Music, stock, and archive licences are pass-through and often recurring
  • Travel, accommodation, and per diems belong on their own lines

The deliverables count is the argument

The classic video dispute starts with a client who commissioned one two-minute film and, after seeing it, asks for the vertical cut, the fifteen-second version, the subtitled version, and a version without the end card. Each of those is an edit session. An invoice that lists versions as countable line items makes the fifth one a purchase rather than a favour.

  • Define the delivered versions in the quote: length, aspect ratio, and platform
  • Bill each additional cutdown, aspect ratio, or subtitle track as its own line
  • State how many rounds of edit revisions the fee includes
  • If music is licensed per-use, a new version can mean a new licence — invoice it
  • Deliver finals on payment where you can; a delivered master is very hard to un-deliver

FAQ

Common questions

How should I bill extra cutdowns and social versions?

As separate line items, priced per version. They are edit sessions, not exports, and grouping them into the original edit fee is the fastest way to work a full extra day for free.

Should shoot days and editing be separate lines?

Yes. They are different amounts of time and often different rates, and the split lets a client see why a one-day shoot produced a three-week invoice.

How much deposit should a videographer take?

Enough to cover the costs you commit to before the shoot — crew, hire, travel. Many freelancers take 50% at booking. Whatever the figure, show it as a credit on the final invoice rather than as a note.

Do music and stock licences go on the client invoice?

If you bought them for the project, yes — as pass-through lines. Note the licence scope, because a licence bought for one film does not automatically cover every version of it.