How to Invoice as a Videographer
A step-by-step guide to videographer invoices: what to collect before the shoot, how to show shoot days, editing and gear, how to handle extra edits, and when to send the balance.
The US Bureau of Labor Statistics page on film and video editors and camera operators (last modified August 27, 2026) says: "Videographers film or videotape private ceremonies or special events, such as weddings." For that kind of job, holding the date can mean turning other work away. So the first payment holds the date, and the balance follows when the edit is delivered.
In Billed, the quote can go out as an estimate. Billed's features page says "your clients can approve or reject your estimates online." Billed's invoice software page then explains how to "convert an approved estimate into an invoice". A payment schedule splits the total. Billed's help article on payment schedules says: "A payment schedule lets you add a payment plan to the invoices." The steps include: "Choose a suitable option among percentage or flat amount." and "Fill out the payment amount and due date of each payment." Gear you rent for the job can be recorded as the client's expense. Billed's help article on creating an invoice says: "If there are any unbilled expenses of a particular client, you can add these expenses to the client's next invoice. The expense will appear as a line item in the invoice."
Worked example, using sample figures and leaving out tax: a wedding film has one shoot day at 1,400.00, a second shooter at 450.00 and 12 hours of editing at 85.00 = 1,020.00, for 2,870.00. The payment schedule takes 30% (861.00) to hold the date and 70% (2,009.00) on delivery. A lens rental of 220.00, recorded as the client's expense, goes on the next invoice, so the job totals 2,870.00 + 220.00 = 3,090.00.
Step-by-step invoicing guide
- 1
Hold the date with a first payment
Ask for the first payment when the client books. A payment schedule in Billed sets each payment's amount and due date.
- 2
Price shoot days and editing on separate lines
Shoot days, a second shooter, editing hours and add-ons like drone or audio each get their own line on the estimate.
- 3
Put the client's use of the footage in writing
If the client needs the footage for more than the event, such as paid ads, write that use and its price into the estimate. Ask a lawyer to draft licensing terms.
- 4
Pass on gear rental
Record lens, lighting or drone rental for the job as the client's expenses, then add them to the client's next invoice.
- 5
Bill extra edits by the hour
Write the number of change rounds the edit price covers. Past that, log the time. Billed's time tracking page says: "Create an hourly rate project, set its hourly rate, and Billed tracks the charge for each task as you log it."
- 6
Send the balance with the delivery
Set the last payment's due date to the day you deliver the final files. Billed's invoice software page says: "Set a due date on each invoice so your client knows when to pay."
Tips for videographer invoicing
- Write the shoot date and location on the estimate and on every invoice.
- Save your day rate, half-day rate and editing rate as items. Billed's help article on items and services says: "You can use these items and services to bill your clients."
- Attach the shot list or a sample frame to the estimate. Billed's estimating software page says: "Attach important files and images with your estimates."
- State in writing what happens to the first payment if the client moves or cancels the date.
- Note the delivery format and the number of finished videos on the invoice.
Common invoicing mistakes to avoid
- Booking a date with no payment to hold it
- One lump sum for shooting and editing
- Renting gear for a job and covering the cost yourself
- Edit changes with no limit set on the estimate
- Delivering the final files with no due date set for the balance
How this works in Billed
Estimates the client approves
Billed's features page says "your clients can approve or reject your estimates online." Billed's invoice software page then explains how to "convert an approved estimate into an invoice".
A deposit and a balance
Billed's help article on payment schedules says: "A payment schedule lets you add a payment plan to the invoices." The steps include: "Choose a suitable option among percentage or flat amount." and "Fill out the payment amount and due date of each payment."
Line items for shoot, edit and gear
Billed's help article on creating an invoice says: "Click 'Add a Line Item' and fill this section to charge against new items and services."
Gear rental on the next invoice
Billed's help article on creating an invoice says: "If there are any unbilled expenses of a particular client, you can add these expenses to the client's next invoice. The expense will appear as a line item in the invoice."
Card and offline payments
Billed's invoice software page says: "Connect your Stripe account and every invoice you send gets a pay button, so clients can pay by card." It also says: "When a client pays by check or cash, record it as an offline payment so all your income is in one place."
Frequently asked questions
Start Invoicing With Billed
Set up your account and send your first invoice with Billed.
At a glance
| Part of the job | On the invoice |
|---|---|
| Booking the date | First scheduled payment |
| Shoot days | Day rate for each day |
| Editing | Hours, or a price per finished video |
| Gear rental | Client expense on the next invoice |
| Delivery | The balance, due that day |
When this isn't for you
If a production company employs you and bills its clients, you won't send these invoices yourself.