As a freelance video producer or a small business owner in the videography industry, you are constantly jumping through hoops to ensure the success of every project from end to end. Of course, invoicing is a very important piece of the puzzle and one you should not treat as a last-minute task. However, with so much on your plate, you may not have enough time to create detailed and professional invoices that reflect your hard work.
But there's an easy workaround; Create a well-designed video production invoice template that you can easily fill in with project-specific information whenever it's time to request payment. Including a few vital elements guarantees that all the important information will be covered and you won't spend so much time writing and proofreading every invoice. Read on to find out the elements your template should include.
Note: If you are looking for more than just a standard invoice template take a look at what Bonsai can do for your video production business. Our all-in-one product suite offers you endless invoicing and accounting tools to help you save time so you can focus on your passion, not your paperwork! Try a 14-day free trial today.
Essential Elements of a Video Production Invoice Template
When creating your video production invoice template, remember all the details have to be covered in a way that is simple and easy to understand for your clients. You want them to quickly identify the charges, amount due and payment instructions while keeping all the necessary business-related information in place. For flawless invoices every time, include the following elements.
Start your video production invoice template with a section for your business name or full name and contact details such as phone number, address, email and website. You may also add a couple of lines to mention any specialized services you offer like marketing strategy development, commercial video production, color correction, aerial videography, etc.
To create more professional invoices, add your company logo, any registered trademarks, industry-related imagery or any branding elements you find appropriate. This will make your invoice unique and easily recognizable for your clients.
Next, include your client's information starting with their full name (or business name), phone number, billing address and email. If you keep a database, you can add the client ID number to make it easier for you to track their payments and services provided. When working for large companies, ensure your invoice gets to the right person by addressing it to whoever is in charge of the accounts payable department to avoid delays.
Invoice Number and Date
You must always assign a unique invoice number to all of your invoices which will help you keep well-organized accounting records. This will also avoid returned invoices (many accounts payable departments don't accept unnumbered invoices), and make it easier for you to refer back to the invoice for clarifications or refunds. Don't forget to include the invoice date to help you determine the payment due date and know when it's time to charge a late fee.
It's very important to provide enough details of the services you are charging for. Leave enough space on your videography invoice template for an itemized list of the services you provided such as strategy development, scripting, video editing, etc. Include a short description, the flat rate per service, and the total cost. If you decide to charge on an hourly basis, specify the time spent on each task (you may attach a timesheet for added clarity), the hourly rate and the total cost.
This section aims to let your clients see all the hard work that went into the project by splitting up all the different services and extra charges. Even if you have already discussed the charges with your client, it is always better to be transparent and avoid misunderstandings.
When providing the total amount due, you want to have separate lines to specify the total cost of services before taxes, then add the applicable sales tax, and finally provide the grand total to pay. This is also the ideal section to highlight any discounts provided to your recurring clients, referrals, first-time customers etc. You must subtract the discounted amount from the subtotal before you add the taxes, and don't forget to include a short description so your clients know they are getting the promised deal for your professional videography services.
Pay close attention to this section of your video production invoice template if you want to get paid promptly. First, list all the different payment options you accept, such as checks, credit/debit cards, ACH transfers, cash, or online payments like Stripe, PayPal and Apple Pay. Include the corresponding account numbers, account holder's name, mailing address for checks and even payment links to make this process as efficient as possible.
Next, provide all the details of your payment terms, including the payment due date, penalties for late payments, payment arrangements available, and any discounts or incentives you may offer for early payments. Make the payment instructions as clear and simple as possible to reduce the risk of payment delays.
Finally, include a small section on your video production invoice template to leave a personal note to thank your clients for using your video production services. This simple addition lets them know you appreciate their business and helps you strengthen client relationships. You can also use this space to further promote your business by mentioning any future promotions, or new services available and even asking for valuable referrals.
Create Professional Invoices Using Our Free Invoice Template
Making sure every aspect of your business runs smoothly is your priority, and you probably don't want another time-consuming task on your plate. Luckily, you don't have to create your invoice template yourself. Simply download Bonsai's free videography invoice template, which you can easily customize to fit your business needs, and send professional invoices after every project.
Our free invoice template will save time and ensure consistency in your invoicing process, so you never miss any important detail. You can also integrate different payment alternatives and even link your business checking account to get paid faster and have instant access to your funds. But that's not all Bonsai can do for you...
Use Bonsai's complete invoicing software to send invoices and payment reminders automatically, set up a recurring invoice system, apply late fees, and get viewing notifications to ensure your clients never miss an invoice.