Invoicing Software for Videographers & Video Production

Put the price on an estimate before the shoot, with a line for each phase: pre-production, each shoot day, editing and delivery, plus any rental you'll pass on. Billed's help center says: "Click 'Add a line item' and fill this section to add new items and services." Billed's features page says you can "Save products and services in Billed App and pull these products quickly in your invoices", so a standard shoot day or half day doesn't need retyping.

Billed's features page also says "your clients can approve or reject your estimates online", and lists "Estimate Attachments": "Attach important files and images with your estimates." The treatment or a shot list can go with the quote. Once the client approves, Billed's invoice software page says you can "convert an approved estimate into an invoice."

In the US, the Bureau of Labor Statistics' Occupational Outlook Handbook (page last modified August 27, 2026) says: "Many videographers run their own business or do freelance work. They may submit bids, write contracts, and get permission to shoot on locations that may not be open to the public. They also get copyright protection for their work and keep financial records." Its tables list self-employed workers at 35% of both camera operators and film and video editors.

Billed's help center says "A payment schedule lets you add a payment plan to the invoices." You "Choose a suitable option among percentage or flat amount" and "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."

For a production, that can be a deposit due when the client approves and the balance due when you deliver the final cut.

These are sample figures, not suggested rates. A videographer quotes a brand video on one estimate: pre-production 800.00, 2 shoot days at 1,800.00 a day, 3,600.00, a camera package rental 350.00 and editing with two rounds of changes 1,500.00. The estimate total is 6,250.00.

The client approves it, and the videographer converts it to an invoice with a payment schedule: 50% (3,125.00) due on approval and 3,125.00 due on delivery.

After the second round, the client asks for a shorter cut for social media. The videographer logs 4 hours on it in an hourly rate project at 85.00 an hour, 340.00, and invoices that task from the project dashboard. In all, the client is billed 6,590.00. The sample leaves out sales tax, so ask your accountant whether your work is taxable where you work.

When you pay for a rental or a crew member for a client, Billed's expense tracking page says: "Attach the receipt when you record the expense, and it stays with that entry in your Billed account." Put the cost on the client's invoice as its own line, named for what it was, if your contract passes it through.

For editing past the rounds you quoted, 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. From the project dashboard you can invoice one task or several at once."

In the US, the Copyright Office's circular on works made for hire (Circular 30, revised August 2024) lists "A work specially ordered or commissioned for use" "as a part of a motion picture or other audiovisual work," but only "if the parties expressly agree in a written instrument signed by them" that it's a work made for hire. Who owns the footage and what the client may do with it depends on your contract. This page doesn't cover copyright or licensing terms, so ask a lawyer.

Billed's invoice software page answers "How do my clients pay invoices online?" with: "Connect Stripe and each invoice gets a pay button for card payments, or connect PayPal to add a PayPal option. Payments made by check or cash can be recorded in Billed as offline payments." Billed's help center says you turn on payment reminders on the invoice, and "You can set a schedule of payment reminders before and after the invoice's due date."