How to Invoice as a Film Editor
What to put on a film editor's invoice, when to send it and how to follow up, with one worked example from first cut to final delivery.
In the US, the Bureau of Labor Statistics says (page last modified August 27, 2026): "Film and video editors and camera operators manipulate moving images that entertain or inform an audience." An editor's invoice has to show what that work was: the cut or version delivered, the days or the project fee, and anything you paid for on the client's behalf.
Agree on the rate, the number of revision rounds and the deliverables before you start, put them on an estimate, and invoice against them. This guide gives the order to do it in. It doesn't cover contracts, rights or tax; ask a lawyer or an accountant about those.
Worked example (sample figures, not suggested rates): an editor quotes a 10-minute documentary cut at 8 editing days × 650.00 = 5,200.00, covering two rounds of changes. The invoice splits that into a deposit of 40%, 2,080.00, due before the rough cut, and 3,120.00 due on delivery of the fine cut. A third round of changes takes one more day at 650.00, and the editor licensed a music track for 120.00 at the client's request. The final invoice is 650.00 + 120.00 = 770.00, so the project bills 5,970.00 in all.
Step-by-step invoicing guide
- 1
Put the scope on an estimate
List the deliverables, for example one 10-minute cut and one 60-second trailer, with the rate, the revision rounds included and the price of an extra day. Billed's estimating page says you can "customize units and quantities for each product," so a line can be priced by the day. Billed's features page says "your clients can approve or reject your estimates online."
- 2
Convert the approved estimate
Once the client approves, Billed's invoice software page says you can "convert an approved estimate into an invoice." Name each line by version, such as "Rough cut v1", so the client can match it to what they reviewed.
- 3
Take a deposit with a payment schedule
Billed's help center says "A payment schedule lets you add a payment plan to the invoices." It says to "Choose a suitable option among percentage or flat amount" and "Fill out the payment amount and due date of each payment." Set the deposit due before the rough cut and the balance due on delivery.
- 4
Bill extra revision days on their own line
If the client wants another round beyond the ones the estimate covers, put each extra editing day on the final invoice, one line per day. Billed's help center says: "Click 'Add a Line Item' and fill this section to charge against new items and services."
- 5
Pass through costs you paid for the client
If you bought a music license or stock footage for the project and your agreement passes that cost to the client, enter it as an expense. Billed's help center says: "If there are any unbilled expenses of a particular client, you can add these expenses to the client's next invoice." It adds: "The expense will appear as a line item in the invoice."
- 6
Set a due date and follow up
Billed's invoice software page says: "Set a due date on each invoice so your client knows when to pay." Billed's help center says: "Turn on the 'Payment Reminders' option while creating or editing an invoice." It adds: "You can set a schedule of payment reminders before and after the invoice's due date."
Tips for film editor invoicing
- Name the version on every line, such as "Fine cut v2", so each line points to a file the client has seen.
- Write down in the estimate what counts as a revision round and what counts as a change of direction, and price a change of direction as new work.
- Keep the receipt for each license or drive you buy for a client, so you can show what each pass-through line was for.
- Send the final invoice with the delivery files, while the client is reviewing the finished cut.
Common invoicing mistakes to avoid
- Starting the rough cut before the deposit is paid.
- An estimate that doesn't say how much revision the fee covers, so an extra round on the final invoice can catch the client off guard.
- Folding music or footage licenses into the day rate, so the client can't see what they paid for.
- Billing one vague "editing" line instead of naming the cut and version.
How this works in Billed
Estimates by the day
Price editing days as a quantity: Billed's estimating page says you can "customize units and quantities for each product."
Deposit and balance
Bill a deposit before the rough cut and the rest on delivery, both on one invoice (Billed's help center).
Pass-through costs
Add a client's unbilled expenses, such as a music license, to their next invoice. Billed's expense tracking page says: "Attach the receipt when you record the expense, and it stays with that entry in your Billed account instead of in a drawer or an inbox."
Card and PayPal payments
Billed's invoice software page says: "Connect Stripe and each invoice gets a pay button for card payments, or connect PayPal to add a PayPal option."
Frequently asked questions
Start Invoicing With Billed
Set up your account and send your first invoice with Billed.
At a glance
| You bill | How |
|---|---|
| Editing days or a project fee | Estimate, then invoice |
| A deposit and the balance | Payment schedule |
| An extra revision round | Its own line on the final invoice |
| A music license you paid for | The client's unbilled expense |
When this isn't for you
This guide covers invoicing for film editing. It doesn't cover contracts, rights or tax; ask a lawyer or an accountant about those.