Video Production Invoice Template

Video production
invoice template

A complete video production invoice template with every section your studio needs to get paid on time: invoice header, line items, deliverables billed, payment terms, late fees, and reference to the quote. Use it in MyStdio or as a guide for your own.

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The invoice is the smallest part of a video production engagement and the part that most often gets you paid late. A good invoice template ties back to the signed quote, lists what was delivered with clear line items, and makes payment terms unambiguous so there's no room for "I thought it was due in 60 days, not 14".

This template has the seven sections every video production invoice should include. Drop it into your own tool, or use the same template in MyStdio where the invoice lives next to the quote that ordered it and the project it billed for.

What's in the template

Every section, with a one-line explanation and a real example.

  1. 1

    Invoice header

    The standard identification at the top. Your studio name and contact details, your business number or ABN, the client's name and contact details, and a unique invoice number. Pick a numbering scheme and stick to it (sequential is easiest).

    Example

    Evergreen Films Pty Ltd / ABN 12 345 678 901 / Invoice INV-2026-047 / Issued: April 18, 2026 / Billed to: NovaTech Pty Ltd, Attention Sarah Cho, sarah@novatech.com.

  2. 2

    Reference to the signed quote

    Include the quote number or project name on the invoice so anyone reading it (including the accounts team who never spoke to you) can find the matching engagement. Two unrelated invoices for the same client are a recipe for accidental double payment or no payment at all.

    Example

    Re: Quote Q-2026-012, signed March 14, 2026. Project: NovaTech Q2 Brand Film and Social Cuts.

  3. 3

    Line items by deliverable or milestone

    List what's being billed. For a milestone invoice, that's "50% deposit on quote acceptance" or "Final 50% on delivery". For a project-final invoice, list each deliverable separately so the client sees what they're paying for. Include any agreed add-ons or scope-extensions billed separately.

    Example

    Hero film (2:18 final cut, 4K master): $6,000. Social cuts (3 versions, captioned): $4,500. Music license (1-year commercial): $500. Subtotal: $11,000. GST (10%): $1,100. Total: $12,100.

  4. 4

    Discounts, credits, and deposits applied

    If you collected a deposit at quote acceptance, show it on the final invoice as a credit against the total. Same for any agreed discounts (early-payment, referral, retainer-rate). Transparency here speeds up accounts-payable reviews on the client side.

    Example

    Subtotal: $12,100. Less: deposit paid March 15 ($6,050). Less: early-bird discount (negotiated): $500. Amount due: $5,550.

  5. 5

    Payment terms and methods

    State the due date in plain language ("Due within 14 days of invoice date" or "Net 30") plus the actual due date. List the payment methods you accept. If you accept multiple, list them in order of preference (bank transfer first, card last because of fees).

    Example

    Payment terms: Net 14. Due date: May 2, 2026. Bank transfer details: BSB 062-001, Account 12345678, Evergreen Films Pty Ltd. Reference: INV-2026-047. Card payment also accepted via the link below.

  6. 6

    Late payment policy

    One line stating what happens if the invoice is not paid by the due date. Most studios apply a small late fee (1.5% to 2% per month) or pause work on active projects. Make it explicit on the invoice so it isn't a surprise when invoked.

    Example

    Invoices unpaid after 30 days are subject to a 1.5% per-month late fee. Final delivery files remain locked in the client portal until the invoice is marked paid.

  7. 7

    Thanks and next steps

    One short paragraph at the bottom. Thank the client, point to the project portal where they can re-download deliverables, and remind them to keep the invoice number for their records. This is what turns invoicing from transactional to relational.

    Example

    Thank you for the engagement on the Q2 brand film. The final files are available in your project portal (link in your inbox). Please reference INV-2026-047 for any payment queries. Looking forward to working with you on the campaign next quarter.

Use this template in MyStdio

Skip the copy-paste, use the template directly

MyStdio includes this template as a starting point inside the workspace. Fill in your client, deliverables, and pricing once and send. The client signs or pays in the same portal where they review the work.

Free tier covers solo and starting freelancers

Your studio branding on every document

Lives next to the project, review, and delivery

Related guides

Video Invoice Template FAQ

Sequential is easiest. Pick a prefix (INV-, IV-) and a year (INV-2026-001), then count up. Avoid date-based numbers without a counter because two invoices issued on the same day collide. Whatever format you pick, stick to it; your accountant will be happier and your client's accounts-payable team will spot duplicates faster.
Same day if possible, within 48 hours at the latest. The longer you wait, the longer the payment-cycle clock starts. Many invoicing tools (MyStdio included) let you draft the invoice the moment the project is created so all you do at delivery is hit send.
For a milestone invoice (deposit, mid-project, final), show the milestone amount with the original quote total as context. For a single-payment invoice, just the total. Either way, reference the signed quote so the client can match it back without a hunt.
Depends on your jurisdiction and revenue threshold. In Australia, GST applies once you exceed AUD $75,000 in turnover. In the UK, VAT applies above £90,000. In the US, sales tax rules are state-by-state and most video production services aren't subject to sales tax. Check with your accountant; this template assumes GST/VAT line items are required and shows them separately so you can omit them if not.
Send a friendly reminder at the due date, a firmer one at +7 days, and a formal collections notice at +30 days. Apply the late fee stated on the original invoice; you can't add a late fee that wasn't disclosed when the invoice was issued. For repeat offenders, require payment-on-delivery or larger deposits going forward. MyStdio's payment-lock feature gates final downloads until the invoice clears, which prevents most late-payment scenarios in the first place.

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