How to make a invoice in one minute
- Three sample lines are prefilled: a package, a session and extra edited images. Replace each Description, Qty, Unit (package, session, images) and Rate with your own pricing.
- Fill in From with your studio and Bill to with the couple or client. Add the event date and the deliverables in Notes.
- Set Invoice number and Date. Under Terms choose Custom date and set the Due date 14 days before the event, as the prefilled terms state.
- Under Totals, add a Tax line if your session fees or image sales are taxed, and enter the retainer received at booking in Amount paid so Balance due is right.
- Check the license sentence in Terms and conditions, add Payment details and press Download PDF.
How to invoice for photography
Photographers sell packages plus add-ons, and the sample lines follow that shape. The first line is a wedding package: eight hours of coverage with two photographers at 2,400, with package as the unit. The second is a 90-minute engagement session at 350. The third is an add-on: 25 additional edited images at 8 each. Extra edits, prints or an album each get their own line so the package price stays stable and the client can see what they added.
The booking retainer is the part of the fee paid to hold the date. Show it in the Amount paid field under Totals: the invoice then states the full price, the amount already received and the balance due. The prefilled Notes say a 30% retainer was received on booking and is deducted below; edit the percentage to yours.
Terms are where photography invoices differ from most trades. The prefilled terms ask for the balance 14 days before the event date, so set a Custom date under Terms rather than a net term. The same block states the usage license: personal use unless stated otherwise. A license is the permission you grant to use the images, and it affects the price, so say whether it is personal, editorial or commercial and for how long.
Session fees and product sales may be taxed differently in some regions. Keep them on separate lines and use the per-line tax checkbox to apply a tax to one and not the other; confirm the rule with your tax authority.
Deliverables and the delivery date belong in Notes: how many edited images, a gallery or an album, and when to expect them, so expectations are written down before the shoot.
What the photography invoice template prefills
A package line, a session line and an add-on line, a retainer note, and terms that cover the due date and a personal-use license. Your studio details, the client, the event date, any tax line and payment details are yours to add. Replace the descriptions with your package names so the invoice reads like your price list.
Your data stays on your device
Client names, event dates and package prices stay in this browser; nothing is uploaded to a server. The PDF is generated in your browser by a small worker; nothing is uploaded, and there is no account to create. Drafts, clients and your business profile live in your browser's local storage (IndexedDB), and one button under "Your data" deletes all of it. To verify, open your browser's developer tools, watch the Network tab while you fill in and download a document, and note that no request carries your details. Read the privacy policy and how it works for the details.
Templates, currencies and PDF output
| Templates | Classic, Modern, Minimal, Compact, Ledger, Receipt (6 layouts; accent colour and logo are yours). Prefilled invoice and receipt templates by trade open in the same editor. |
|---|---|
| Currencies | 68 ISO currencies with the right symbol and decimals, for example USD, CAD, GBP, EUR, AUD, INR and JPY. Country presets also set the tax lines and ID labels. |
| Paper sizes | A4 and US Letter; page numbers on multi-page documents |
| Numbering | Sequential per type, default prefix INV-0001, editable |
| Output | PDF download (text stays selectable), print, or a prefilled email with the PDF attached by you; file name Invoice-number-client.pdf |
Frequently asked questions
How do I show the booking retainer on the invoice?
Enter it in the Amount paid field under Totals. The lines still show the full package price, and Balance due shows what is left. The prefilled Notes say a 30% retainer was received on booking and is deducted below, so the client sees the total and what they already paid.
When should the balance be due?
Most photographers collect the balance before the event. The prefilled terms say it is due 14 days before the event date; set that with Custom date under Terms. For a portrait session, Due on receipt or Net 7 after the session is more usual; change the terms sentence to match.
Do I charge sales tax on photography?
Rules vary by state and country, and some regions tax prints or digital files differently from the session fee. That is why the session and the extra images sit on separate lines: each line has a checkbox per tax line, so you can tax one and not the other. Confirm what applies with your tax authority.
What should the license line say?
State how the client may use the images, because it affects the price. The prefilled terms say images are licensed for personal use unless stated otherwise. For a business client, replace that with editorial or commercial use and the scope, such as a website and social media for two years, in Terms and conditions.
Package price or hourly rate?
Packages are easier for clients to compare and are how the sample is built: coverage hours and a second photographer in one price, with add-ons such as extra edited images or prints as separate lines. Use hrs as the unit only for overtime beyond the package, at a stated hourly rate.
Can I reuse this invoice for every booking?
Yes. Once your packages, add-ons, license sentence and payment details are in, choose Save as template; New from template then starts each booking with your pricing. When a couple pays the balance, press Mark as paid and the editor offers a receipt from the same details.
Related
Last updated 2026-09-27. Presets are starting points — confirm current rates and requirements with your tax authority. PDF engine: pdfmake (MIT); fonts: Inter and Noto Sans (SIL Open Font License).