Photography Invoice Template
A free invoice template for photographers. List the session, the edited images, prints and the usage license, then download a PDF. No account, no watermark.
Sample photography invoice template
| Description | Qty | Price | Total |
|---|---|---|---|
| Brand photo session: 3 hours on location (fee after the $300 retainer) | 1 | $600.00 | $600.00 |
| Edited images, beyond the 20 included in the session | 15 | $20.00 | $300.00 |
| Usage license: web and social media, 1 year | 1 | $350.00 | $350.00 |
| Fine art prints, 8x10 in | 4 | $30.00 | $120.00 |
| Travel fee: outside the 25-mile service area | 1 | $45.00 | $45.00 |
Shoot: brand photos at Harbor Coffee Co., 26 February 2026. Images delivered by online gallery on 1 March 2026. License: web and social media use for 1 year from delivery; print advertising needs a new license. Retainer of $300 paid on 5 February (INV-2026-019) is already deducted from the session fee. Payment terms: Net 14. Pay by bank transfer to [account details].
What to include on a photography invoice
- Your business name, email and phone
- The client's name or company, and their billing email
- A unique invoice number, the invoice date and the due date
- The shoot: type, date and place
- The session fee and what it includes, such as hours and the number of edited images
- Extra edited images, prints, albums or travel, each on its own line
- For commercial work, the usage license: where the client may use the images and for how long
- Any retainer or deposit already paid, and the balance due
- Sales tax, if your state taxes prints or photo services
- The total due, the payment terms and how to pay you
In the free invoice builder, put the details that have no field of their own, such as the shoot date, the license and the retainer already paid, in the Notes field, as in the sample.
How to fill in this template
Open the template
Click "Use this template". The invoice builder opens with the sample lines filled in. No account needed.
Add your details
Enter your business name, your client, the invoice number and the dates. Pick one of 5 styles and a currency.
Replace the sample lines
Change each line to your own work, with a quantity and a unit price. Add a tax percentage if you charge tax.
Download the PDF
Check the preview and download the PDF. Attach it to an email to your client.
Retainers and deposits for weddings and events
Most wedding and event photographers ask for a retainer to hold the date. Send it as its own invoice when the client signs the contract, and say in your contract whether it is refundable.
Then send the balance as a second invoice. Many photographers set the balance due a few weeks before the event, so the shoot is paid before the work starts. On the balance invoice, say how much was already paid and when, as the sample does in its notes.
Usage licenses for commercial photography
When a business pays you for photos, it usually pays for the shoot and for the right to use the images. Put the license on its own line and say exactly what it covers: the media (web, social, print, paid ads), the time it lasts and any limits on place.
A clear license line makes it easy to charge again when the client wants a wider use later, such as a billboard or a print campaign.
- Media: where the images may appear
- Term: how long the license lasts, from which date
- Territory: a country or worldwide, if it matters
- Exclusive or non-exclusive use
Prints, albums and sales tax
Prints and albums are physical goods. Many US states charge sales tax on them, and some also tax photography services or digital images. The rules differ by state, so check with your state tax agency before you add tax to an invoice.
The free invoice builder applies one tax percentage to the whole invoice. If only some lines are taxable, send the taxable items, such as prints, on a separate invoice.
Frequently asked questions
What should a photography invoice include?
Your details, the client, an invoice number and dates, the shoot type, date and place, the session fee and what it includes, extra images, prints or travel on their own lines, the usage license for commercial work, any retainer already paid, sales tax if it applies, the total, the payment terms and how to pay.
How do photographers invoice for a wedding?
Send a retainer invoice when the couple signs the contract, to hold the date. Then send the balance invoice, often due a few weeks before the wedding. On the balance invoice, show the retainer already paid.
Should I put the image license on the invoice?
Yes, for commercial work. Put the license on its own line with the media, the term and any limits. It reminds the client what they paid for and makes it easy to quote for wider use later.
Do photographers charge sales tax?
It depends on the state. Many states tax prints and albums, and some also tax photo sessions or digital files. Check with your state tax agency or an accountant.
Is this photography invoice template free?
Yes. Fill it in and download the PDF for free. You do not need an account, and the PDF has no watermark.
Can Due On Time send photography invoices and follow up for me?
Download the PDF and email it yourself for free. On the Starter plan, Due On Time emails the invoice for you, shows when the client opens it and sends automatic payment reminders.
After you send the invoice
Work out the due date with the net 30 calculator. If the client pays late, use the payment reminder email templates. Or let Due On Time email the invoice and send the reminders for you. Compare plans.