You’re great at clicking photos, and your clients love your work. They ask you to send an invoice, and you panic.
What should I add to the invoice? Is it okay to mention payment deadlines? Should I send a follow-up email or call them? Invoice link or PDF?
If you’ve ever felt this way, you’re not alone. Managing client expectations while getting paid is not easy. But we’re going to help you send the best photography invoices. In a few minutes, you will know what to include, the types of photography invoice templates, and tips to get paid fast.
What should I include in photography invoice templates
The best photography invoices have just the right information without overwhelming the client. You can divide the invoice content into three parts: header information, service descriptions, and payment details.
Header information includes:
- Your name, business name, logo, contact details, and registered address
- Client’s name, business name, contact details, and registered address
- A unique invoice number
- Invoice date and due date
Service descriptions include:
- An itemised list of services provided with clear descriptions
- Quantities for items
- Rates of items (fixed or hourly)
Example:
Wedding shoot
Wedding coverage for 6 hours, 200 edited photos, digital gallery
Payment details include:
- Subtotal and taxes for services provided
- Total amount due and discounts, if applicable
- Recipient’s bank details (account number, IBAN, etc)
- PayPal, Stripe, Venmo, or other platforms
- Credit card payment instructions
You can also add a section at the bottom called Terms or Notes, to mention late payment fees, usage rights, refund policy, or just to thank the client.
How can I create photography invoice templates?
An invoice template is a pre-made invoice that can be used as a base to create new invoices in the future. It removes the need to create everything from scratch and helps you send invoices faster.
Here’s how you go about it:
- Pick a clean, professional invoice layout with clear sections
- Add your and your client’s details. Mention the invoice number and dates. This is the header information
- Create a table to list the services offered, along with all the itemised expenses such as cost of materials, time spent, travel cost, deliverables, etc.
- Provide a breakdown of the total amount due and taxes
- Add the payment methods and account details below
- Mention terms and conditions, if needed
- Double-check everything to make sure you’ve covered all the points accurately.
Filling up these details for every invoice consumes a lot of time. But it doesn’t have to be that way.
You can use platforms like Bloom, which is built to help professionals and contractors run their business. You can pick a pre-built one or create a photography invoice template of your own. Bloom helps you save time on boring tasks so you can spend time doing the things you love, all the while maintaining a consistent brand identity across your client portfolio.
Here’s how a photography invoice looks with Bloom:
Different types of photography invoice templates
Even though you can get started with a basic invoice template and edit it according to projects, it’s better to know about different types of photography invoice templates so you can customize them to your client’s needs. This also helps you prevent communication issues and improve client engagement.
Wedding photography invoice templates
Wedding photography invoice templates include all the general elements of photography invoices. But you have to be specific about a few things. For instance, weddings often include packaged services such as coverage hours, engagement shoot, second shooter, photo books, and digital gallery. It might also include venue, start and end hours, and a timeline for deliverables. As is the case for high-value events, it’s a good idea to include rescheduling or cancellation fees in notes.
Set up your wedding photography invoice templates.
Commercial photography invoice templates
Commercial photography invoices have a lot in common with general photography templates, but there are some unique considerations. For starters, commercial gigs often involve usage rights—so it’s important to clearly outline what the client is paying for: is it just the shoot, or also the license to use the photos in ads, social media, print, etc.?
You’ll also want to detail things like the number of deliverables, resolution requirements, retouching time, pre-production, and day-rate breakdowns.
Since you’re working with many moving parts, it might get difficult to keep everything consistent and on-brand. With an invoicing tool like Bloom, you can integrate your brand into your invoices and customize them according to projects.
Set up your commercial photography invoice templates.
Real Estate photography invoice templates
Real estate shoots move fast, so your invoice should be just as clear. Include property details (address, square footage if relevant), the type of shoot (interior, exterior, drone), and turnaround time—agents often need photos quickly. Be sure to list image count, editing services, and whether staging or twilight shots are included.
If you charge for travel or have rush fees, note those upfront. And since shoots sometimes get postponed due to weather or property readiness, a quick rescheduling policy is always a smart add.
Set up your real estate photography invoice templates.
Portrait photography invoice templates
Portrait sessions are personal, but your invoice should still be professional. Mention the session type (family, maternity, senior, etc.), location, shoot duration, and number of edited images delivered. If your package includes outfit changes, props, or printed products, make that clear.
Some clients may want a private online gallery or access to unedited images—so it’s good to spell out exactly what they’re getting (and what they’re not).
Set up your portrait photography invoice templates.
Headshot photography invoice templates
Details matter in headshot photography. Clarify whether it’s an individual or group booking, and if it’s in-studio, on location, or at the client’s office. Include a number of final retouched images, options for background changes, and any makeup or styling services provided. If there’s a per-person rate for team sessions, list it clearly. Corporate clients appreciate an itemized invoice—think shoot time, editing time, licensing, and delivery format.
Set up your headshot photography invoice templates.
Pro Tip: If you’re shooting for the same client regularly, like monthly product shots or social media content, set up a recurring invoice template. It saves you time, keeps your income steady, and looks super professional.
Tools like Bloom can automate this for you, with scheduled billing and payment reminders built right in.
Tips to get paid faster as a professional photographer
Sending your invoice doesn’t guarantee smooth, timely payments. Photographers need to tick off a checkbox to make it happen.
1. Send your invoice at the right time
If you want to get paid fast, send an invoice within 24-48 hours after project completion. The details are fresh in the minds of both parties, and the invoices are usually cleared soon.
For specific shoots, such as weddings, photographers often charge a deposit up front. In that case, you need to specify this during client onboarding through contracts and send an invoice detailing the advanced payment.
2. Offer more payment options
Make it easy for clients to pay, and they’ll pay you fast. Don’t just include your bank details for ACH or Zelle—also mention your PayPal, Venmo, cards, etc. You can also include payment links in your invoice or offer structured payment plans for high-value projects.
Bloom supports multiple payment methods and lets you embed payment links directly in the invoice, so your clients can pay in just a few clicks.
3. Follow up after sending the invoice
It’s very important to follow up with clients after you send an invoice. Ideally, you want to email them about due dates 2-3 days before and once again on the due date. For late payments, you can try calling or reaching out through other channels.
Be polite and use a friendly tone to remind them of delayed payments. In most cases, clients might have trouble paying you, so be flexible about payment methods and work with them to find a solution.
In worst cases, you might need to refer back to the signed contracts, send a legal demand notice, or issue a DMCA takedown for unpaid images.
4. Make sure descriptions and payment terms are accurate
One of the best ways to ensure you get paid is to have ironclad documentation. Be very specific and detailed in your invoice. From contact information of both parties and services offered to due dates and payment terms—not leaving anything open to interpretation will help you get paid fast.
FAQs about photography invoice templates
1. Why do I need a photography invoice?
You need photography invoices to make sure you get paid and get paid on time. It helps you track your earnings, organise your business, and build plans to scale it further. On top of that, using invoice templates saves you time and creates a coherent brand identity for your business. This creates a positive impression on clients, and this sets you apart as a professional.
2. How to create a photography invoice template?
You can create photography invoice templates with basic tools like Google Docs or Microsoft Word. But for more professional results, we suggest you use a platform like Bloom. It has been designed to help creatives, small businesses, and contractors organise their income flow and automate their business with efficient and intuitive invoicing tools.
3. When should I send photography invoice templates?
You should email the photography invoice within 24-48 hours after the project is finished. This helps you get paid fast. You should also follow up after a few days to remind them about due dates. Be friendly and polite in your communication, and help them solve payment issues.
4. How much to charge for a photography invoice?
It all depends on your skills, market rate, and your availability. You should factor in costs, such as equipment maintenance, app subscriptions, marketing, and utilities, and add a markup for the value and expertise you offer.
Beginner photographers typically charge between $50-$100 per hour, while professionals go for $100-$300 per image. Hourly rate, per image rate, or package pricing— pick a structure that aligns with your service.
Regularly review your pricing and adjust it to stay competitive.
5. Why create and send invoices with Bloom?
Using a CRM to handle your invoices keeps everything connected—clients, contracts, payments, and timelines. Instead of jumping between apps or losing track of who paid what, you can manage your entire workflow in one place.
Tools like Bloom are built specifically for photographers and creatives. You can create branded invoice templates, automate payment reminders, accept multiple payment options, and even link invoices to project timelines or contracts. It’s a smoother experience—for you and your clients.