Photography invoice template for weddings, portraits and commercial shoots
Photographers invoice in two halves: a booking deposit that holds the date, then the balance a couple of weeks before the shoot or on delivery of the gallery. Commercial clients pay on 30-day terms against a purchase order and often need the usage licence spelled out on the invoice. Albums, prints and extra hours are added as separate lines.
Travel beyond your usual radius is charged per kilometre or as a flat fee, and it carries GST like the rest. On a cash basis the GST on a deposit goes on the BAS for the quarter you receive it, even if the wedding is next year.
Opens the free generator with these line items, terms and notes filled in. Add your details and download the PDF. No account, nothing uploaded.
What the invoice looks like
Sample business, sample client and the preset lines. The generator uses the same renderer, so your PDF matches this.
| Description | Qty | Unit | Unit price | GST | Amount |
|---|---|---|---|---|---|
Wedding photography, 8 hours of coverage | 1 | each | $3,200.00 | 10% | $3,200.00 |
Second photographer (6 hours) | 1 | each | $600.00 | 10% | $600.00 |
Engagement session, 1 hour on location | 1 | each | $350.00 | 10% | $350.00 |
Fine art album, 30 pages | 1 | each | $850.00 | 10% | $850.00 |
Travel beyond 50 km of the studio (return) | 120 | km | $0.95 | 10% | $114.00 |
Four styles and your own accent colour are available in the generator.
The preset line items
Starting points, priced ex GST. Change the descriptions, quantities and rates to match the job; add or delete lines as you go.
| Description | Qty | Unit | Unit price | GST |
|---|---|---|---|---|
| Wedding photography, 8 hours of coverage | 1 | each | $3,200.00 | 10% |
| Second photographer (6 hours) | 1 | each | $600.00 | 10% |
| Engagement session, 1 hour on location | 1 | each | $350.00 | 10% |
| Fine art album, 30 pages | 1 | each | $850.00 | 10% |
| Travel beyond 50 km of the studio (return) | 120 | km | $0.95 | 10% |
Suggested payment terms
A 30% booking deposit is due within 7 days to hold the date and is non-refundable. The balance is due 14 days before the event. Commercial clients: 30 days from invoice date.
Suggested notes
Deposit received on [date]: $[amount]. Edited gallery delivered within 6 weeks of the event through an online gallery. Copyright stays with the photographer; a personal-use licence is included. Commercial usage is licensed as described in the quote.
What must be on a tax invoice
The ATO's list. The template lays each one out for you; it is general information, not tax advice.
- The words "Tax invoice" (an invoice without GST can just say "Invoice")
- Your identity: your business or trading name
- Your ABN
- The date the invoice was issued
- A description of what was sold, with the quantity and the price of each item
- The GST amount, shown separately or as "Total includes GST of $X"
- Which items carry GST if some do and some do not
- For sales of $1,000 or more, the buyer's identity or ABN as well
Worth adding for your trade
- The event or shoot date, location and hours of coverage
- The deposit already received and the balance still due
- The usage licence (personal or commercial, how long, which channels)
General information only, not tax advice. Check your own situation with a registered tax agent or the ATO.
Questions about invoicing
How do I invoice a wedding deposit?
Issue a tax invoice for the deposit amount when the booking is made, then a second invoice for the balance closer to the date, noting the deposit already paid. If you are registered for GST, the GST on each payment is reported in the quarter you receive it on a cash basis.
Do I charge GST on travel and albums?
If you are registered, yes. Travel, second shooters, albums and prints are all part of a taxable supply. Show each as its own line with GST on so the client can see how the total is built up.
Should the licence go on the invoice?
For commercial work it helps. A line in the notes such as "Licensed for web and social use for 12 months" ties the payment to the rights granted. Personal clients just need to know they can print and share their photos.
General information only, not tax advice. Check your own situation with a registered tax agent or the ATO.
Want it numbered, sent and chased automatically?
FlowFi keeps your clients and invoice numbers, emails each invoice with a pay-online link, marks it viewed when the client opens it, and sends polite reminders at 1, 7 and 14 days overdue. Quotes, recurring invoices and your BAS from the bank statement are included. Pro is $29 a month, the first 14 days are free, and there is no card to enter.
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