VIDEOGRAPHY INVOICE TEMPLATE
Free videography invoice template
A videography invoice that separates the day from the edit: coverage by hours and crew, editing by the films delivered and their lengths, drone footage, the music track and the keepsake drive on their own lines, the deposit from booking taken off — and the delivery dates. Free in Word and PDF, for wedding, event and brand videographers.
Word and PDF · Free · No email, no sign-up
The short answer
A videography invoice bills the shoot and the edit apart: coverage as hours × the day rate with the crew named, then editing as the films delivered — the highlight, the full ceremony, the speeches — with their lengths, then the add-ons on their own lines: drone footage, the licensed music track, a keepsake drive, travel.
Around it go your business details, the clients, an invoice number, the dates — the shoot date, the invoice date, the due date — and the deposit taken at booking shown against the total, so the couple sees the whole film and what's left to pay.
Finish with the delivery dates and where the films arrive, how to pay, and tax where your state taxes a finished video — more states do than videographers expect.
FREE TEMPLATE · WORD AND PDF
The videography invoice template, filled in
Below is the template filled in for Quillfeather Films, a fictional videography business, so you can see every line in use. The downloads are the same invoice with [bracketed] lines to replace — free, no email address, no sign-up.
![Free Videography Invoice Template — the blank fill-in invoice as it downloads, with [bracketed] lines to replace](/invoice-templates/videography-invoice-template-preview.png)
Example · fictional business
Quillfeather Films Raleigh, NC (919) 555-0157 · hello@quillfeatherfilms.example FAA Part 107 remote pilot certificate on file (example) | INVOICE |
Bill to Hannah Lindqvist and Marcus Bell 1908 Glenwood Ave Raleigh, NC | Project Wedding film — 8 hours of coverage, lead filmmaker plus second shooter Delivery: 5-minute highlight film by Dec 12 · full ceremony and speeches by Dec 19 · online gallery, 4K download Keepsake USB drive ships the week the films are delivered |
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Wedding-day coverage — 8 hours, two filmmakers Getting ready through the first dances, 1:00 – 9:00 pm | 8 | $190.00 | $1,520.00 |
| Editing — highlight film, 5 minutes Color grade, audio from the vows and speeches, two rounds of revisions | 1 | $650.00 | $650.00 |
| Editing — full ceremony and speeches Multi-camera edit, 48 minutes | 1 | $350.00 | $350.00 |
| Drone footage — venue and couple's portraits Part 107 pilot; 20 minutes of flight at golden hour | 1 | $250.00 | $250.00 |
| Music — licensed track for the highlight film Licensed from the music library for your film; receipt attached | 1 | $60.00 | $60.00 |
| Keepsake USB drive in a walnut box Both films in 4K, engraved with your names and date | 1 | $65.00 | $65.00 |
| Subtotal | $2,895.00 | ||
| Sales tax, 7.25% — North Carolina taxes the finished film (example) | $209.89 | ||
| Total | $3,104.89 | ||
| Deposit received | −$800.00 | ||
| Balance due | $2,304.89 | ||
Payment
Balance due within 14 days. Pay by bank transfer, card or check. Thank you both — the vows were beautiful.
Delivery
The highlight film arrives by Dec 12 as a private online gallery link with a 4K download; the full ceremony and speeches follow by Dec 19, and the USB drive ships that week.
Every figure on the example is an example, not a price guide — use your own rates. The Word file is a standard .docx you can edit in Word or any app that opens Word documents; the PDF prints as-is if you'd rather fill it in by hand.
Invoices and a website, one place
Start your videography website — invoicing is built in
Add your business name and your town, and Zarla builds your videography website from this one line. The same dashboard sends invoices like this one, with a pay-now button once you're on a paid plan.
Already have a website? Bring it across →Zarla keeps your old page addresses where it can and redirects the ones that change, helping you keep the Google standing you've built.
LINE BY LINE
What goes on a videography invoice
Every line on the template, in order, and what to write on it.
| The line | What to put there |
|---|---|
| Business name and contact | Your trading name, phone, email and address, your FAA Part 107 certificate line if you fly a drone, and your EIN if the client is a business that will send a 1099. |
| Invoice number, dates and the shoot | A number that never repeats (the year plus the wedding or project works well), the invoice date, the due date, and the shoot — its date and the venue — so the invoice is unmistakably this film. |
| Bill to and the project | The clients, then the project in two or three lines: what was filmed, the hours and crew, each film you'll deliver with its date and where it arrives, and anything that ships. |
| Coverage | Hours × your rate with the crew count, and the window you filmed. The day is the part the couple remembers; it gets its own line so the edit below is visibly separate work. |
| Editing, by film | One line per film delivered — the highlight at its length, the full ceremony and speeches, a social cut — with what the edit included and how many rounds of revisions. A client who sees the films listed knows what they're waiting for. |
| Drone, music and other add-ons | Drone footage with the flight noted, the licensed music track at what it cost you, a second shooter if billed apart — each on its own line so the base package stays comparable to your menu. |
| Keepsake drive, raw footage, extra copies | Physical and extra deliverables on their own lines. A drive or a disc is taxable goods almost everywhere; in some states the films themselves are too. |
| Deposit, tax, total and how to pay | Sales tax where your state taxes a finished film or a digital product, the total, the booking deposit subtracted, the balance due in bold, and how to pay. |
| Delivery | Each film's date and where it arrives — gallery link, download, drive — and when anything ships. The note that stops the “is it ready yet?” texts. |
STEP BY STEP
How to fill out a videography invoice
Ten minutes the day after the shoot, from the booking and your shot log — before the edit starts.
Put your details at the top
Business name, phone, email, address, your Part 107 line if you fly, and your EIN for business clients. Save the file once with these filled in.
Number it, date it, name the shoot
The next number in your series, today's date, a due date two weeks out, and the shoot's date and venue.
Name the clients and describe the project
The clients, what was filmed, hours and crew, each film with its delivery date and where it arrives.
Bill coverage, then each film, then the add-ons
Hours × rate with crew; one line per film with its length and revisions; drone, music, drive and travel on their own lines.
Add tax where it applies, take off the deposit
Sales tax where your state taxes the finished film or the drive, the deposit from booking subtracted, and the balance due in bold.
Write the delivery dates and send it
Each film's date and where it arrives, then email the PDF while the day is fresh — the invoice that lands with a teaser clip gets paid in a day.
How videographers get paid faster
Take a deposit at booking and bill the balance before the edit. A deposit holds the date; the balance invoiced the week after the shoot — with the delivery dates on it — arrives while the day is still the best day of the client's year. Waiting until delivery means chasing a payment in the dullest week of theirs.
Separate the day from the edit. Coverage as hours × rate, then one line per film with its length. A couple who sees “highlight film, 5 minutes — two rounds of revisions” knows what they're getting; a couple who sees “wedding film package” asks for a third round.
Send a teaser with the invoice. Thirty seconds from the ceremony, graded, with the balance invoice in the same email. Nothing gets a videography invoice paid faster than the first look at the film.
Put the delivery dates on the invoice. Each film and the date it arrives, in the project block and the note. It sets the expectation once, in writing, and ends the “is it ready yet?” texts that fill December.
Business clients: match the W-9. In the US, a business client that pays you $2,000 or more in a year (the threshold for payments from 2026, up from $600; indexed from 2027) will ask for your W-9 and send you a Form 1099-NEC in January — put your business name and EIN on every invoice so their bookkeeper never has to chase you for it. Brand and real-estate work is paid by companies; put your legal name and EIN on the invoice and send it to accounts payable with the PO number if they gave you one.
Drones. In the US flying a drone for paid work requires an FAA Part 107 remote pilot certificate and the aircraft registered with the FAA; some venues and cities add their own permits. The certificate line on your invoice tells the client the footage was legal to shoot — and is the line a venue coordinator asks for.
Tax depends on the state. In the US the drive or disc you hand over is taxable goods almost everywhere, and a number of states treat the finished film itself as a taxable sale — North Carolina taxes digital audiovisual works whether delivered on a drive or by download, so the example above carries tax on the whole film — while others don't tax the service at all. Check your state's revenue department or your accountant before your first invoice, not your first audit.
Outside the US. The invoice itself has rules: in Australia a GST-registered business issues a tax invoice showing its ABN, in New Zealand a GST-registered business shows its GST number, and in the UK and EU a VAT-registered business shows its VAT number and the VAT charged. Confirm the details with your accountant.
Send it from Zarla and get paid online
A Word template is a fine way to start. The catch is everything after you hit send: chasing the payment, remembering who's paid, and typing the same customer and the same line items again next month.
If you build your videography website with Zarla, the invoice tool is in the same dashboard. Pick the customer, add the job's lines, and send it. On a paid plan, with your Stripe account connected, the invoice carries a pay-now button: your customer pays online by card, and the invoice marks itself paid when the money arrives. Customers you've invoiced are saved, so next time is two taps.
Want to see the website first? Browse videography website templates or see how Zarla builds videography websites. Still setting up? Read how to start a videography business and write your videography business plan.
The whole paper trail of a job, step by step: how to write a quote, then how to write an invoice, then how to write a receipt — with a free receipt template. For any other trade, start from the free invoice template. Either side of it, two more free templates in Word and PDF: a price list template for the services you sell and a work order template for the crew.
Heading into the holidays? Our free gift certificate template covers the customers who want to give your work as a gift, and the holiday hours sign template covers the door, your website and your Google profile.
Videography invoices: common questions
Your business name and contact details (your Part 107 line if you fly a drone, your EIN for business clients); the clients; an invoice number, the invoice date, the due date and the shoot's date and venue; the project — hours, crew, each film with its delivery date; coverage as hours × rate; editing as one line per film with its length; drone, music, keepsake drive and travel on their own lines; tax where your state charges it; the deposit taken off; the balance due; how to pay; and the delivery dates.
Most take a deposit at booking and invoice the balance either before the wedding or the week after the shoot, with the films delivered once it's paid; invoicing after delivery means chasing a payment months after the excitement. Event and brand work for businesses usually bills on delivery, net 30. Whichever you choose, say it at booking and put the due date on the invoice as a date.
One line per film delivered — the highlight at its length, the full ceremony and speeches, a social cut — with what the edit included (color grade, audio, how many rounds of revisions). A client who sees the films listed knows what to expect and when to stop asking for changes.
Each on its own line. Drone footage with the flight noted and your Part 107 line at the top; the music track at what the library charged you for the license, receipt attached. Add-ons on their own lines keep the base package comparable to your menu — and keep the client from paying for a drone that couldn't fly in the rain.
In the US it depends on the state. The USB drive or disc is taxable goods almost everywhere; a number of states also treat the finished film as a taxable sale — North Carolina taxes digital audiovisual works whether delivered by download or on a drive — while others don't tax video production at all. Check your state's revenue department or your accountant. Outside the US, a GST- or VAT-registered videographer shows the tax and its registration number on the invoice.
In the US a business client paying you $2,000 or more in a year — the threshold for payments from 2026, up from the old $600, and indexed from 2027 — will ask for your W-9 and send a Form 1099-NEC in January. Give them the W-9 when the project starts and make sure the name and EIN on your invoices match it.
Yes. The videography invoice template on this page downloads free as a Word document and a PDF — no email address, no sign-up. Edit it in Word or any app that opens Word documents, or print the PDF and fill it in by hand.
Not from a Word file — your customer still has to pay you some other way. To take the payment on the invoice itself, send it from invoicing software. If your videography website is on Zarla, the invoice tool is in the same dashboard: on a paid plan, with Stripe connected, each invoice carries a pay-now button and marks itself paid when the customer pays by card.
Send invoices from your own videography website
Add your town and your business name, and Zarla builds the site from that one line — with invoicing in the same dashboard.
Already have a website? Bring it across →Zarla keeps your old page addresses where it can and redirects the ones that change, helping you keep the Google standing you've built.