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Photography Invoice Template

Photographers live a busy lifestyle, from traveling to different locations to spending hours editing images, leaving minimal time to properly invoice customers. Inaccurate invoicing leads to lost income, unhappy customers, and business continuity issues, making an invoice template beneficial to your business. With an invoice template already tailored to your business needs, you will see stronger cash flow management, improved customer relations and added free time in your busy schedule.

    Improve Cash Flow Management

    An invoice template provides photography businesses and freelancers with access to improved cash flow by timely invoicing clients. When invoices are immediately sent out after work is completed, you will receive cash sooner, boosting your cash flow.

    Provide a Streamlined Customer Experience

    Customers are more likely to hire you for additional jobs when they know what to expect not only in your work output but in the payment expectations as well. An invoice template gives customers much needed consistency.

    Why Should You Send an Invoice?

    The most important reason why your portrait business should send an invoice is to receive earned money. An invoice clearly lays out the work performed, amount owed and accepted payment methods, giving your customers the tools needed to remit a timely payment.

    Another important reason for sending an invoice is to develop a paper trail to reduce confusion on agreed upon terms. Additionally, it provides your photo business with key dates, such as when the invoice was sent and when payment is due to help you maintain control over your accounts receivable.

    Free Up Time

    Many picture business owners and freelancers don’t have hours to spend creating a new invoice for each job completed. By utilizing an invoice template, they can send an invoice to customers in under an hour

    Grow Your Business

    Photography business growth can be achieved through attracting new customers and entering new markets. Instead of spending copious amounts of time processing invoices, you can seek new revenue streams and enjoy your time spent shooting customers.

    When Should You Send an Invoice?

    Small photography business owners have the flexibility to choose when they send an invoice. The first option is before the work begins. Upfront invoicing ensures you will be fully compensated for your services and promotes steady cash flow.

    On the other hand, many photography businesses may send an invoice after the work is complete. Keep in mind that you don’t have to require invoice payment before the work begins. Many portrait businesses see greater success with sending an invoice before work starts but requiring payment after the work is complete.

    What Should be Included on an Invoice?

    Just like any other business, your photography businesses should be sending customers invoices with important information on it. Not only can the information listed on an invoice reduce any confusion over billing, but it can also ensure your customers have all the tools needed to timely remit payments. Common items to include in your invoice are:

    • Heading Title – The heading title should say “invoice” somewhere along the top.
    • Company Logo – Building strong brand awareness starts with a consistent logo used throughout your business.
    • Company Information – Basic information such as your name, address, email address and phone number should be included.
    • Purchase Order Number – A separate identifying number for each invoice helps you properly keep track of money owed to you.
    • Customer Information – Your customer’s name and contact information should be listed.
    • Services Complete – Outline each service you completed for the customer, detailing portrait types, locations and prints ordered.
    • Agreed Upon Price – The price for each service offered should be clearly stated.
    • Deposits Paid – Many photography businesses require an upfront deposit that should be subtracted from the total contract price.
    • Signature Line – You or your employees should sign off on the invoice, ensuring the information is accurate and complete.
    • Payment Instructions – List the invoice due dates and any applicable penalties for late payments.

    Invoice Template Tips for Photography Businesses

    Outline Each Service You Perform

    Photographers often provide customers with different services within a single shoot. As a result, you need to clearly outline each service performed to reduce customer confusion. For example, list the time spent taking pictures, editing, and traveling to locations on the invoice. Transparency in the billing reinforces the prices you are charging. 

    Offer Multiple Payment Methods

    Each individual retains alternative preferred payment methods, calling on the need to meet customer demands. Offering multiple different electronic payment methods along with traditional checks gives your customers added convenience. You want to be sure you are listing the methods you accept somewhere on your invoice template. 

    Weigh the Advantages of Early Payment Discounts

    Although offering payment discounts may seem counterintuitive, it can provide your business with access to cash sooner. A slight discount, such as 3%, for payments made within 10 days reduces the risk of receivables going uncollected. Your invoice should clearly lay out any discounts you offer along with assessed penalties for late payments. 

    Maintain Consistent Numbering

    Each invoice needs a number. Find a unique numbering system that works for you. For example, many portrait business owners and freelancers use a combination of letters and numbers. An invoice template allows you to easily add sequential numbers or letters for a new invoice, ensuring that you are keeping consistency throughout the invoice function. 

    Retain Copies of Invoices

    The IRS requires businesses to keep supporting business documents, such as invoices, to substantiate gross receipts claimed on financial and tax documents (IRS). Be sure you are keeping copies of each invoice you create, whether that be an electronic copy or a paper copy. 

    Summary

    Access to heightened productivity and efficiency are two of the benefits photography small business owners and freelancers realize with an invoice template. Understanding the information required and top tips can help your business begin taking advantage of the various benefits a photography invoice template leads to.

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