Free videography invoice generator
Bill shoot days, crew, gear, post-production rounds and licensing on one document — and make the deliverables and rights as clear as the price.
Build your production invoice
Prefilled with a two-day commercial shoot. Replace the crew, gear and deliverables, then download.
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What is a videography invoice?
A videography invoice bills for a production: the days spent shooting, the people and equipment on set, the post-production that follows, and the rights the client is buying to the finished film.
Video is the most itemised of the creative invoices because so much of the cost is other people. Camera operator, sound, gaffer, grip, production assistant — each with a day rate and possibly overtime. Gear packages, travel, drives and music licences sit alongside them. Bundling all of it into one figure makes the invoice unauditable and your own margin invisible.
Post-production deserves the same discipline. Name the deliverables — lengths, aspect ratios, versions — and state how many revision rounds the fee includes. Uncapped feedback is where video projects lose money, and the invoice is where the cap becomes real.
What to include
Everything below is already in the generator above — this is what each part is for.
Production name and dates
The project, the shoot dates and locations, and the delivery date of the final files.
Shoot days and overtime
Day or half-day rates with the hours a day covers, and overtime billed at your stated rate beyond it.
Crew, by role and rate
Each crew member or role with a day rate. It shows the client what the production actually required.
Gear and expendables
Camera and lighting packages, specialist gear, drives and consumables, at your rate or at cost.
Post-production and deliverables
Editing, colour, sound and graphics, with the named deliverables: lengths, aspect ratios and versions.
Licence and music rights
What the client may do with the film, for how long, and the music or stock licences included at cost.
Three steps to a finished PDF
Enter production details
Your company and the client, the production name and shoot dates in the notes, and a sequential invoice number.
Bill days, crew, gear and post
One line per shoot day, crew role, gear package and post-production stage, plus licences at cost.
Download and deliver
Download the PDF and send it with the delivery link, transferring the licence on payment in full.
Pricing a production
Build the invoice from the budget
Quote from a line-item budget and invoice against the same lines. When the client can see the shape of the estimate reflected in the invoice, differences are explained by a change they remember approving rather than by a total they cannot decompose.
Define the shoot day
- State the hours a day rate covers — ten or twelve is typical — and the overtime rate beyond it.
- Half days should be defined too, or they become full days with a discount.
- Travel days, scout days and weather days each need a stated rate or they get argued about on set.
Cap post-production rounds
Two rounds of client feedback on a rough cut, one on the fine cut, is a reasonable standard. Price additional rounds and put the number on the invoice. Editing time is invisible to clients, which is exactly why it needs a boundary written down.
Licence the film, do not give it away
Define media, territory and term for the delivered film, and price broader use separately. Music and stock licences should be passed through at cost with their own term noted, since a track licensed for one year becomes the client’s problem in year two — unless nobody told them, in which case it becomes yours.
Three mistakes that delay payment
One lump sum
A single production figure cannot be checked, defended or repeated on the next job.
Undefined shoot day
Without stated hours, every long day becomes an unpaid one.
Music licence term hidden
A one-year track on a three-year campaign creates a liability nobody budgeted for.