Create a Photography Invoice Example for Hospitality with Ease

Photography invoice example for Hospitality

all right so I've been getting a request about some business tips basically that are photography videography or just in regards to anything business in general and that's in regards to contracts and invoices so people are asking well where do I start with a contract you know how do I get a hold of them I mean there is a ton of stuff online that you can Google but not all of them have the right information legal information that you need anyway so what to include on a contract what to include on invoice we're going to turn to my computer and I'll do a quick screen flow and show you kind of what I do slash what you definitely need to have in regards to protect yourself protect your clients and overall just so you know that you're safe protected and that you'll get paid all right here we [Music] go so now at my computer and as you see I have several screens open that show at invoices and I have two contracts um to show you to kind of see uh what what I kind of do and hopefully it helps you out in the end uh also to keep in mind you're going to need model releases if you say you're you're shooting portraits and you plan on maybe getting it published or something or just anything in general cover your butt if someone wants your image later on or you know it's for actual work so make sure you get a model release um a ton of those can be found online so let's get down to uh the important details of a contract and I'll show you two I have two my first one is my basic basic basic uh contract I learned a lot of this uh when I was in School uh in regards to film and video but it perfectly relates to photography or basically anything else you're doing a job for so basically what's a contract it really lays out what you're doing who you're doing this for this job this service um when is it and yeah so let's let's just take a quick look as I said this is one of my basic ones and I have it really really simple you know I usually print out two copies of this one for myself one for the client so that way you know if someone tries to say someone screwed someone over you you double covered uh as well so basically you get you get the client's information name address uh where where is this event taking place what is it is it a wedding is it uh just a shoot portrait anything in general the dates and the time so that way you can be very very very specific uh and you can choose a day you can fill in I left this basic so you can see you can fill in when you want the proofs delivered by CD uh you know make whatever you want change it however you like um this really isn't a a really huge one uh some clients prefer I need at least five five headshots five photos five things for our publication so then you say okay here's at least five so that way you keep in mind yourself you know I need these five and make a list uh otherwise so the photographers fee what are you charging overall so say if you're doing a daily rate with your editing time and everything you say hey here's an easy 300 bucks so you do the 300 boom you know plug it in obviously fix it later uh then you can usually this is all written in it doesn't have to be it's better with pen and not just online uh deposit paid so you know people like to give a deposits that way they know you're going to do it they have a contract and they're set and you know you realize you're not going to get completely screwed out of it because that way you have half upfront you have some money up front so that way you don't get screwed out of the money if they decide to pull out later on so deposit paid say they want to pay half 150 to the 300 so you would put $150 down obviously and the key thing a lot of people would forget is to initial it so you initial it yourself so mine would be ER once again this a pen and the client would initial it saying that they got it so you do this on your own contract for your file and for the clients that they have as well and just some legal jargon is type of thing and this is how you can kind of improvise yourself um what I have is client shall reimburse photographer any cost that may incur uh with parking everything like that because a lot of people don't include that in their price and they forget about it so make sure if you're going to a place that they can at least re for parking or make sure you lay out the terms within the contract so I have that and I say my proofs will be delivered to the client uh maybe they want an email maybe they want a CD DVD anything they want it's right there so basically and this and this is uh my kind of my release form as well the copyright and everything like that but if it's otherwise you can change it you know uh dra something up signature most important thing as well and you get their signature and you sign it boom you both have a copy so that's my basic one now my more in-depth one is something I use maybe for a huger like a wedding type of thing so this has all the information you need so let's kind of just zoom in a little bit on the first one once again it's all about your client get all of their information you know put it around once again it doesn't have to look like this the biggest thing you're going to have to know because weddings you may be in three different spots or four you know if you want if they want to get the ready shots getting the ready shots beforehand you're going to their house so that's one location so make sure you get all that information the start time where it's at you have to know everything and also always ask for parking once again I reiterate that because you never know uh what the stipulations are uh event two so that way you know may you're going to the church now so you go jot that down as well where's the Church everything like that blah blah blah event three this is now you're leaving the church maybe you're going to go to a nice park to take photos for them so then you jot that down as well Time Event Event 4 this is now you're going to the party the reception this is where you're going to have you know the fun pictures the dancing pictures and you know all the typical kiss pictures and everything put that event information down there as well so that way you're covered and that way you know exactly what you're doing on the day organization is key photographer runs events if you haven't thought about it you know you're there to tell them hey we have to do the cake at 740 let's do the cake and it usually jogs the memory cuz they're all over the place and semi- drunk anyway so basic stuff pricing as you as you go to really just fill it in yourself uh and it's always agreements and copyright and everything shooting times yeah I mean it's it's just simple stuff like that responsibilities travel expenses once again uh usually in regards to video uh if you're doing more videography side uh if you're in a union or anything like that you get paid like 55 cents a mile if you're doing a shoot uh for a company or a uh a client model releases you can include in there but you lay all this out as well and once again throw in whatever you need that way you are covered in the end payment schedules uh security deposit change in names events and everything like that once again you have to throw in the signal or basically it becomes null and void and you you might get screwed out of it and at at the end I always lay out you know you're getting I'll throw you prints you're getting your DVDs your CD you know my service my editing time my travel boom so that way you know what you what you they know what you're paying for now I really want to talk invoice I cleared out some of the stuff in here and I left some of the stuff just so you could see uh this was from uh a video shoot that I do that I did for a client for uh as you can see connects uh toys so what I have is like job number this is an earlier invoice at wa keep it easier for your files uh just make sure you have something that says invoice something that's very easily readable and just has a lot of this stuff here so that it's easy for the uh the client or whoever you're asked to pay you to uh to look at stuff so this is just for me for filing purposes you know job three job number two of the same uh shoot you know the date you're making this invoice and then uh payment terms they usually do daily rates uh or you can change it out to however you'd like uh and due date when you expect to be paid uh you can put multiple dates in if you'd like so as in job once again you don't have to lay it out like this you can lay it out yourself just try to include this in some way uh a job what you're what you did so you know you photographed or if I did you know video work I would say camera assistant you know Direct photography anything like that now the biggest information to get down and as for tax purposes and everything like that is your clients your first of all your client's business name their address location uh ZIP code State everything like that as you normally would just mailing something attention and who's paying you who is in charge of getting the money to you so you write that Dart to their attention business phone number fax no one really uses a fax anymore and email so you would email this to your client or if they ask for you to mail it you mail it now in here this is where you can put in multiple things so this job I did a daily rate it was 250 for a day and I think I did so a second thing would be you know miles you know mileage or something like that then you put that in then put in the amount and just add it up at the end once again it shows you exactly what you did it shows you what you're doing uh one important thing is to say payable upon receipt to so that way know they know exactly who to pay for and uh what exactly they're paying for put your name your address you know wherever you are and your cell phone number any contact information so yeah so that's what I have in regards to invoices and contracts I said model releases are very easy to find it's very very simple basically saying hey yeah you could take my photo it's cool all right cool that's it you just seen a signature really important stuff hopefully this helped you out a little bit if you need any advice in regards to that business type of stuff please let me know I will gladly help you out so comment down below it's all I got Eric Rossy the guy with the eye giving you some business advice contracts and invoices and releases take it easy and uh you know get paid