Photographer invoice template

How do photographers usually invoice?

Photographers invoice a shoot fee by the half day or day, then separate lines for retouching per image and a usage licence that states the media, territory and term, because the licence is often worth more than the shoot. A booking fee of around 25% secures the date and is non-refundable. Expenses such as studio hire, travel and props are recharged at cost with receipts.

Photographers in this example give the customer 14 days to pay, after a 25% deposit taken before the work starts. Hourly rates run from £60 to £150. A full day is typically £450 to £1,200.

What should a photographer put on an invoice?

Beyond the legal basics, photographers should:

• Write the usage licence on the invoice: media, territory, duration and whether it is exclusive.
• Charge retouching per image and state how many images are included in the fee.
• Show the booking fee as paid and deduct it from the balance on the final invoice.
• Recharge expenses at cost on separate lines with receipts available.
• State that copyright remains with you unless a buy-out was agreed and priced.

Every UK invoice, whatever the trade, must also show:

• a unique, sequential invoice number
• your business name and address (and company number if you trade as a limited company)
• the client’s name and address
• the invoice date and, for VAT invoices, the date of supply if different
• a clear description of each item of work or goods
• the amount due and when it must be paid
• your VAT number, the VAT rate per line and the VAT total, if you are VAT registered

Do photographers charge VAT?

You only charge VAT once registered, which is compulsory when taxable turnover passes £90,000 in any rolling 12 months. Below that, show no VAT line and no VAT number. Once registered, this work is standard rated at 20%, including work for clients outside the UK in some cases, so check the place of supply rules for overseas clients.

On the Flat Rate Scheme the sector for photographers is usually “Photography” at 11% of VAT-inclusive turnover, with a 1% discount in the first year of registration. If you spend little on goods you may be a limited cost trader and have to use 16.5% instead. The scheme suits businesses with few VAT-able costs; check it against the standard method with the VAT calculator before joining.