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Some video projects require that you send an invoice to get paid while others do not. But if you do film making or videography on a contract basis as a freelancer, you are likely to send an invoice after completing a project since you are not a fixed monthly salary earner.

You will need a videography invoice template for billing your clients to avoid rush work whenever there’s a need for invoicing. However, discussing with your client will let you know if an invoice is needed and the necessary details about the client the document should include. Be sure to mention such details in the video editing contract both of you sign upfront.

Videography Invoice Template
Image Credits: leighsocialclub.com

1. Why use a videography invoice template

As a videographer, you’d probably have a lot on your table when it comes to filmmaking and shooting videos for clients and managing your business at the same time. The best thing for you is to go home with money in your pocket after putting the hours and hard work to satisfy your client. It would be best if you invoiced a client by creating an invoice or editing a videography invoice template to avoid wasting much time.

Getting a template makes your work easy and also informs your client about all they need to pay you. More so, invoicing using a template help keep a good record of your finances and the services offered to your clients. Besides, you can organize payment, simplify booking, and also calculate your monthly and annual income. Freelancers who invoice can easily create a log of outstanding debts from their record, avoid headache when it comes to tax filing since they have needed files and also lower their taxable income by taking advantage of tax deductions.

Videography Invoice Template Sample
Image Credits: leighsocialclub.com

2. Best practices for creating a videography invoice template

In a perfect world, a freelancer receives a stack of cold hard cash on completing a project plus perhaps a handful of a gift from a happy client. But in the real world, that may be far from reality. More often than not, the onus falls on the videographer freelancer to send an invoice to the client at the most appropriate time.

Sending an invoice may not always be at the end of a project; sometimes, some project completion dates are not close by. What then is the best practice for creating your videography invoice template? See the guide below.

2.1. Search and download the ideal videography invoice sample

You can draft your invoice from scratch by simply typing on a word processor and branding it by adding your logos and all if you have some design skills. But for others with less design orientation, you can download a videography invoice template online in any format and edit for your business.

2.2. Define the scope of the project in the videography invoice

Ensure you define project scope on your contract or agreement before starting the project. But restate the scope on your invoice, what you've agreed upon, project expectations, and deliverables.  

2.3. Services vs. charges on your videography invoice

Your videography invoice template should accommodate line item pricing and its breakdown if you carry out different services. 

2.4. Completion date and payment due date on your videography invoice

Include the project completion date plus that of sending the voice. If you complete the project in phases, state the time for each for clarity purpose. The payment due date should also be included, like 30 days net or 15 days, depending on your payment terms.

2.5. Include W9

If you do professional video work in the US that has a turn over of $600 and above in a calendar year, you need to fill the W-9 tax form. It is required to file your taxes as well as that of your employer. Thus, when sending your videography invoice to clients, fill and attach the W-9 form to it was not provided by your client.

3. How to create a video production invoice template

A videographer or director needs to be able to bill customers for the specific work they do.  Because of the wide range of services offered to several clients, a freelancer might have some difficulties in managing too many details at a time.

It might even get more complicated and there is a need to employ an expensive accountant.  Invoicing with the traditional videography invoice template is a more manageable solution to this problem. It's relatively cheap. The video production invoice guarantees that all the correct data are collected in order to get paid the right way.

Videography Invoice Template Example
Image credit: freshbooks.com

3.1. How to use a video production invoice

The functions of invoices for freelancers involved in video production are to keep records of all customer adjustments, calculate your monthly and annual income, receive payments instantly, arrange your customer payment contact information, create an existing debt file, ease your bookkeeping and so on.

Using invoice in the production of video guarantees payment for the work done. This also offers a convenient forum for billing customers. You can download a good video production invoice template or sample to send an invoice to your customer to ease the challenges of invoicing.

3.2. Creation of video production invoices

Consultants need a reliable way for them to invoice their freelancing services irrespective of whether their video research has been completed. The question is how do consultants find it easy to make invoices and send to companies involved in the production of videos or movies.

The simple solution is to access and download a video invoice sample from the right sites dedicated for freelancing business before it is sent to the client. You can easily create video invoices by downloading your free video invoice template, adding your title, business name and contact details, and including your business branding and logo.

Fill in the customer name, business and contact information. You should also include a unique invoice number, date of invoice and due date of payment. Try as much as possible to list the service you provided and the description and price for each.

You should calculate the total cost and include it at the bottom of the invoice, add your terms of payment and additional information. Then you should send the completed invoice to your customer.

3.3. Types of invoices for video producers

In the real sense, an invoice should be well prepared with the intention of serving the needs of the filmmaking or videography company and the rendered services. You'd also need an invoicing system to stay organized and professional. The following lists are the video production invoice types.

  1. Standard invoice: this is the invoice that shows that your client owes you for the services you provided.
  2. Invoice recurring: that is the invoice used only to accept the customer's weekly or monthly payment method. This is a form of continuing fee.
  3. Prepaid invoice: when a deposit is demanded to have been paid, such an invoice should be used. This only a part of the owed full payment.
  4. Time-based invoice: this invoice can be used when the full payment sum is proportional to the number of hours spent on the job. Based on this, this type of invoice is charged to a customer.
  5. Credit invoice: such an invoice is often used to remind the consumer about a positive balance of the account or refund.
  6. Debit invoice: such an invoice is often used to tell the customer how much money they owe for service.
  7. Mixed invoice: the invoice displays an account's costs or credits.
Videography Invoice Template PDF
Image credit: colorsauce.com

4. How to create a freelance video editor invoice template

Being a freelance video editor has many perks. The power to decide your workload, flexible work hours, freedom to choose the projects that interest you and good pay are just some of them. However, being a one-person company also means that you are responsible for everything from finding clients to creating contracts and freelance video editor invoice templates. 

Invoicing is one of the most crucial aspects of any freelancer's job. After all, no one wants to work for free. The invoice is a way to ensure that you get paid on-time and in full. Creating an invoice may seem a bit daunting at first. But it is a breeze once you get the hang of it.

Videography Invoice Template Sample PDF
Image Credits: creativecow.net

There are two paths that you can take here - either create an invoice from scratch or use a freelance video editor invoice template.

4.1. Advantages of using a freelance video editor invoice template

While it is not difficult to create an invoice from scratch, if you are not careful, you can miss out a few details that can potentially hamper the payment process. An invoice template will have all the necessary sections and all you need to do is fill in the details.

It makes the invoicing process simpler, and you can also devote the time that you would have spent creating the invoice from scratch towards your pending projects. Most freelance video editor invoice templates follow a standard format that can be easily understood by the clients as well.   

4.2. Sections to be included in the freelance video editor invoice template

While there are many templates available on the internet, make sure that the one you choose has the following sections to avoid any regrets later.

4.2.1. Scope of the project

You and your client would have agreed upon the scope of the project in the contract itself. The invoice should reiterate this. By including it in the invoice, you and the client can avoid any confusions.

You need to list out the tasks, in accordance with the contract. This way, the client cannot claim that you did not perform a particular task or charged him/her for something you did not do.       

4.2.2. Itemized list of costs involved

Your freelance video editor invoice template should state the cost of everything involved in the video editing task. You should specify your hourly rate and the number of hours spent on the project. If you needed to rent or buy any additional equipment or software for the project, then the invoice should list the cost of these as well. 

While there are many ways of sharing the final edited video, if the client also requests for storage and preservation, then you should include the charges for those as well in your invoice. Merely stating the final amount can always lead to questions from the client. It is always better to be clear upfront and list out every charge that added up to the final amount.

Videography Invoice Template Example PDF
Image Credits: premiumbeat.com

4.2.3. Timeline of the project

If you delivered the final product in parts, or if there were steps involved in the project, then be sure to mention this in the invoice. If you received the payment in parts, then specify the dates of these payments and the balance amount due.  

4.2.4. Expected payment due date

Every freelancer is aware of the excruciating wait between completing a project and waiting for the payment. Mentioning the expected payment due date is a good way to remind the client to pay you by a fixed date.

The date does not have to be immediate. Offer the client some time to process things at their end. The expected due date for the payment can be two to six weeks from the date of the invoice.  

4.2.5. Payment modes

You can mention your preferred payment modes in this section. It is always better to offer at least two options for the client to choose from. Looking for a freelance video editor invoice template that covers all of the above? You can download a comprehensive and complete invoice today.

Conclusion 

In a matter of one minute, a freelancer with this video production invoice template will create the best video invoice to match their business needs. It's that easy. The specifics of their products, their agreed method of payment and the due date for payment in the invoice are important to freelancing business. This act would ensure that your clients know how to make the payment and know exactly what they are paying for. This will ensure that their payment is made on time and in the correct manner.

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