How to Invoice as a Makeup Artist
A step-by-step guide to makeup invoices for weddings, events and shoots: the quote, the trial, the deposit, the extras and the balance.
Makeup work for weddings, events and photo shoots is booked weeks or months ahead and done in one session, so the invoice has two jobs: hold the date with a deposit, and collect the rest before you start work on the day.
This guide follows a booking in order: the quote, the trial, the deposit, extras such as travel and early starts, changes to the party, then the balance. For sales tax on services and products, check with an accountant.
Worked example (sample figures): a bride books makeup for herself and four bridesmaids. Bridal makeup is $180.00, four bridesmaids at $85.00 are $340.00 and travel is $50.00, so the wedding invoice totals $180.00 + $340.00 + $50.00 = $570.00. A $150.00 deposit holds the date and the $420.00 balance is due a week before the wedding: $150.00 + $420.00 = $570.00. The trial, at $90.00, is on its own invoice. Use your own prices; these are only an illustration.
Step-by-step invoicing guide
- 1
Quote per person and per look
List who is having makeup, which look each person wants, the start time and the place, and send it for approval. Billed's features page says "Yes your clients can approve or reject your estimates online." and "Convert your estimate to invoice with a single click after getting approval from your client."
- 2
Bill the trial on its own invoice
A trial happens weeks before the event, so invoice it separately and ask for payment on the day of the trial.
- 3
Take a deposit to hold the date
The event invoice carries both a deposit and a final payment, each due on its own date. Billed's help article on payment schedules says: "A payment schedule lets you add a payment plan to the invoices." Its steps include: "Fill out the payment amount and due date of each payment." The same article says "the sum of all the payments should be equal to the total balance of the invoice."
- 4
Add travel and early starts as lines
If you charge for travel or for starting before a set hour, show each as a line, so the client can see it. Billed's mobile app page says you can "Add line items, your logo, and tax" from your phone. Billed's invoice software page says you can "save the products and services you sell so you can pull them into an invoice instead of retyping them".
- 5
Handle changes to the party
If people are added after the deposit, invoice the added services separately before the day, so the original invoice still matches what was paid.
- 6
Put your terms on the invoice
Write your cancellation terms for the deposit, and how you handle late changes, into the invoice. Billed's help article on creating an invoice describes an Additional Notes section and says: "You can also add any terms and conditions in this section."
- 7
Collect the balance and follow up
Billed's mobile app page says: "Invoices carry a pay button when Stripe or PayPal is connected, so clients can pay by card the minute they receive it." Billed's help article on payment reminders says: "You can set a schedule of payment reminders before and after the invoice's due date." and "You can send up to three reminders."
Tips for makeup artist invoicing
- Confirm the number of people and the start time in writing a week before the event.
- Name each person and their look on a wedding party invoice, so the bride can see who is included.
- Keep products you sell on lines separate from services.
- For a photo shoot, write the shoot date and the client's company or project name on the invoice.
- Number invoices in sequence. Billed's help article on creating an invoice says: "Each new invoice number will be one number greater than the previous invoice number."
Common invoicing mistakes to avoid
- Holding a wedding date without a deposit invoice.
- Adding the trial to the wedding invoice, so the client pays for it weeks after it happened.
- Leaving travel off the quote and adding it to the invoice later.
- Changing the original invoice after the deposit is paid, so it no longer matches the payments.
- Arriving on the day with the balance still unpaid.
How this works in Billed
Quotes Clients Can Approve
Billed's features page says "Yes your clients can approve or reject your estimates online." and "Convert your estimate to invoice with a single click after getting approval from your client."
Payment Schedules
Billed's help article on payment schedules says: "A payment schedule lets you add a payment plan to the invoices." Its steps include: "Fill out the payment amount and due date of each payment."
Line Items From Your Phone
Billed's mobile app page says you can "Add line items, your logo, and tax" from your phone. Billed's invoice software page says you can "save the products and services you sell so you can pull them into an invoice instead of retyping them".
Card, Check or Cash
Billed's mobile app page says: "Invoices carry a pay button when Stripe or PayPal is connected, so clients can pay by card the minute they receive it." Its invoice software page says: "When a client pays by check or cash, record it as an offline payment so all your income is in one place."
Payment Reminders
Billed's help article on payment reminders says: "You can set a schedule of payment reminders before and after the invoice's due date." and "You can send up to three reminders."
Frequently asked questions
Start Invoicing With Billed
Set up your account and send your first invoice with Billed.
At a glance
- Trial: its own invoice, paid at the trial.
- Wedding or event: one invoice, part paid at booking and the rest before the day.
- Travel and early starts: separate lines.
- People added later: a separate invoice before the day.
When this isn't for you
This guide covers booked makeup work for weddings, events and shoots. For a walk-in service paid on the spot, a receipt is all you need.