Download the Free Video Production Invoice Template

As a video production business owner, it’s important to generate detailed video production invoices to efficiently manage various services. These may include pre-production, production, editing, post-production, and equipment rental.

To get your free invoice template, simply click the download button. No credit card is required—just access these templates quickly. Our professional video production invoice template is available in formats, such as MS Word, MS Excel, Google Docs, and PDF for easy customization.

Here are the types of free video production invoice templates to streamline your billing process.

Freelance video production invoice

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Agency clients invoice

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Videography invoice

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Video editing invoice

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Production assistant invoice

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Downloadable Invoice Templates

Delivering the best service is halfway through getting paid faster. The other half is creating and sending professionally-built invoices. That’s where invoice templates play a significant role.

InvoiceOwl has been helping contractors for a long time now, and one of the reasons why most of the contractors liked our templates is all of them are free and customizable.

Personalize your invoice by selecting color, layout, and format.

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Why Should Video Producers Send Professional Invoices?

Sending professional invoices is crucial for video producers. Here are the top reasons:

  • Reflects your expertise: A well-presented invoice showcases your expertise as a video producer. Your profession is an amalgamation of technical skills and artistic vision. Thus, proper management is necessary to bring your business to a common goal.
  • Clarifies the scope of work: With the help of a free invoice template, you can clarify each step involved in your work and the related costs. It will be easier for clients to understand what services they receive.
  • Establishes professionalism: A professional invoice template will reflect the professionalism you add to your work. So, opt for a well-designed invoice that showcases you as a creative and reliable professional.
  • Builds credibility: A well-presented invoice represents professionalism and builds credibility with your customers. A professional invoice showcases your brand to the client and reassures them of your exceptional work ethic.
  • Enhance record keeping: A well-organized invoice helps track payments, taxes, and finances while showcasing professionalism, which not only ensures accurate records but also encourages clients to return for future business.
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Switch to InvoiceOwl! Our free invoice templates can be customized as per your needs within a few minutes.

How to Create a Video Production Invoice?

Creating a video production invoice is simple when you follow these steps. Here’s how to ensure with 8 steps:

Create a Video Production
  • Step 1: Title and description – Add the project name, invoice date, and give a short description of the work type for which the invoice is being made.
  • Step 2: Business details – Add your business name, contact details, address, and business logo. Add a unique invoice number based on the customer and sequence number.
  • Step 3: Customer details – In the “Bill To” section, add your client’s name, address, and contact details.
  • Step 4: Invoice number – Add a unique invoice number based on the customer and sequence number, which help you track down the invoice in the future.
  • Step 5: Itemized charges – Ensure to add the specific quantity, rate, and overall cost of the product or services offered. To avoid any potential discrepancy, provide detailed information.
  • Step 6: Tax – Specify the tax rate added to the subtotal. Add the tax details as per American tax regulations and mention the organization’s Employer Identification Number (EIN).
  • Step 7: Total – Include the total amount due after the addition of the tax rates.
  • Step 8: Notes – Last but not least, add information important for your customer, such as terms of service, accepted payment methods, and refund policy.

6 Benefits of Creating Customized Video Production Invoice

Creating a customized video production invoice offers several advantages for both you and your clients. Here are 6 key benefits:

1

Professional branding

With a customized videography invoice template, you can add your organization’s branding components like the brand logo, fonts, and specific colors. Adding these components will improve your professional image.

2

Tailored for specific services

A customized video production invoice helps you categorize various services like pre-production, filming, editing, and post-production. With this, it becomes easier for clients to understand the services offered and the costs associated with them.

3

Legal compliance

An invoice template can be modified as per your business needs. You can add legal terms and conditions related to video production contracts. Our invoice templates comply with U.S. regulations like the Fair Labor Standards Act (FLSA).

4

Efficient payment tracking

A customized video production invoice template comes in handy to mention clear payment methods and additional sales tax information. Additionally, it also helps you track payments effortlessly and ensure timely payments.

5

Enhanced client communication

With a customized invoice template, you can improve transparency with your client by stating the services offered and time spent. Doing so will reduce the chances of any potential dispute with the client.

6

Tax Documentation

A customized video production invoice template helps streamline the tax-filling process. There is a section to add your tax information. This invoice template complies with U.S. tax laws and assures accurate accounting.

What Types of Invoices are Essential for Video Production Services?

Here are some essential invoice types to consider:

  • Standard invoice: A standard invoice showcases the amount the customer owes you for the services offered.
  • Proforma invoice: A proforma invoice is sent by the seller to outline expected costs and the payment terms before services are offered.
  • Recurring invoice: A recurring invoice is to accept payments for a specific client on a weekly or monthly basis.
  • Time-based invoice: A time-based invoice is meant to charge the client as per the hours spent on a specific project.
  • Credit invoice: A credit invoice is used to inform the client about a positive balance or a refund.
  • Debit invoice: A debit invoice is used to inform a customer about the amount they owe for services offered.
Professional video production

Best 4 Invoicing Tips Video Production Agencies Must Follow

For smooth financial operations, here are the best 4 invoicing tips every video production agency should follow:

1

Break down services and costs

Provide a clarity of the overall projects starting from pre-production, post-production, and final revisions in the invoice. Stating services specifically will ensure transparency between you and the client. It will also help the client understand the overall charges.

2

Set milestone payments

In cases of bigger video projects, it is always ideal to set payment milestones rather than waiting for project completion. You can issue invoices at important phases like after completing filming or editing. It helps to ensure client commitment and maintain the cash flow.

3

Add payment terms and due dates

State payment terms like Net 15 or Net 30 and the due date clearly in the invoice to avoid any disputes. Also, add a specific note that mentions the penalty for late payment such as late fees or any interest. This will safeguard your organization’s financial interest.

4

Offer multiple payment options

Make use of digital invoicing software like InvoiceOwl for effortless customization and timely payments. Additionally, provide multiple acceptable payment methods like PayPal, ACH transfers, credit cards, and bank transfers to simplify the overall payment process.

When Should You Send a Video Production Invoice?

Your timing isn’t just crucial behind the camera, but also while sending the invoices. Here are some milestones when you should hit the ‘send’ button on those invoices to keep your cash flow as smooth as your video transitions:

Create a Video Production
  • Upfront deposits: If you have just secured a big project, you can request payment even before you have initiated the work.
  • Post-production phases: You can also send invoices at key milestones like after finishing the shoot or post-production. Invoicing at such a milestone ensures positive cash flow and keeps your project moving ahead. .
  • Post-project delivery: One of the best times to send an invoice is after delivering the final product or service. It increases the chances of timely payment as the client has seen the final product.
  • Recurring work: You can set up recurring invoices for clients with monthly content requirements. It will help you to ensure a smooth cash flow.
  • Additional revisions: In cases where your client asks for more services than agreed earlier, you must invoice for those additional edits performed.

Frequently Asked Questions

  • How do we bill for different video production stages?

    As a professional, you can start by breaking down the invoice into different project stages like pre-production, production, and post-production. All of these stages can have separate line items along with information related to hours worked, equipment used, and any other additional costs.

  • What is the standard payment term for video production invoices?

    Most of the video production follows a Net 30 payment term. This term refers to the client paying the amount due within 30 days. There might be situations where freelancers might ask for partial payments or short-term payments.

  • Is it possible to charge sales tax on video production services?

    The sales tax laws are different in every state. Some states might require you to charge state-specific taxes on video production services.

  • What if a client disputes the charges on an invoice?

    First, start by reviewing the contract and project scope. Ensure to check the service description and respective costs to prevent any potential dispute. Be clear with your client to maintain long-term relationships.

  • How do you raise a bill for shoot travel expenses in the US?

    The shooting travel expenses can be added as a separate item on the invoice. You can specify various expenses like flight costs, meals, or accommodations. Ensure to save all the expense receipts to showcase to your client, if needed.

  • Which formats are suitable for sending video production invoices?

    One of the most suitable formats to send invoices is the PDF format. This format looks professional and also prevents any unauthorized changes. You can use invoice software tools like InvoiceOwl to send a professional invoice.

  • Can video production invoices be used for freelance projects?

    Yes, both freelancers and large video production companies across America can use videography production invoice templates. They are handy for looking professional and ensuring timely payments.

  • How to add late payment fees to a video production invoice?

    You can add a separate section in the invoice to mention late fees. All of these terms should be discussed before the client contract itself.

Worried About Missing Payments for Your Video Production Services?

Our video production invoice template helps you set clear payment terms and reduce delays.

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