Invoicing for your freelance work in the film industry is an important part of how you present yourself as a professional. It’s your chance to finish a project in a positive way with a document that’s as polished as the work you’ve delivered.

While freelancing has become commonplace – in 2021, 36% of US workers freelanced – it can be tricky to figure out processes such as invoicing on your own. Below, we’ll discuss what exactly a freelance film invoice should include and how to make it easier for your clients to pay.

What’s in this article?

• What should a freelance film invoice include?
  
• How do you customise an invoice for film projects?
  
• How do you set payment terms for freelance film work?
  
• What are common challenges with invoicing for freelance film work?
  
• How Stripe can help with invoices for freelance film work
  

What should a freelance film invoice include?

On your invoice, you’ll want to organise the details of your work to make it easier for your client to process payment. Every freelance film invoice should include the following:

• Contact information: Your name or business name, address, email, and phone number so the client can contact you if they have questions

• Client information: The client’s name or company name, address, and the name of anyone specifically responsible for the invoice

• Invoice information: The invoice number and date of issue

• Work details: An itemised list of services rendered, the rates for each service, and the total amount due for each service (e.g. “Filming: 8 hours on site on [date] at £150/hour – £1,200”, “Editing: 10 hours at £50/hour – £500”)

• Payment information: The payment due date, the total amount due (including any taxes), payment methods accepted (e.g. bank transfer, cheque), and any information your client needs to pay (e.g. account numbers)

• Additional terms or notes: Any specific conditions or policies your client should know, such as late fees and delivery dates

How do you customise an invoice for film projects?

Your invoice needs to convey the specifics of your project. Here’s how to elevate a standard invoice into a tool that serves as a project record and reinforces your reputation.

Add a project title or description

Every film project has its own identity, whether it’s a corporate video, a short film, or a promotional campaign. Including a descriptive title such as “Summer 2024 Product Launch Video” or “Wedding Film for Smith–Jones Wedding” immediately situates the invoice in your client’s mental file of work completed. If it’s helpful, pair the title with a brief one-line description, such as “Full video production, from filming to final delivery”.

Use categories for film-specific services

Film work is often multi-faceted, and breaking up your charges into categories helps showcase the value and complexity of your work. For example:

• Pre-production: Planning and logistics such as location scouting, script development, and creating shot lists

• Production: Filming days, crew work, or on-location problem-solving

• Post-production: Editing, motion graphics, or sound design

This format is especially useful if clients are less familiar with all the steps involved in film production.

Itemise equipment rentals or purchases

These projects frequently involve specialised gear, and clients appreciate transparency about how these costs are calculated. Be specific and list information such as the following:

• 4K camera rental: 3 days @ £150/day = £450

• Lighting kit: £300 flat fee

• Drone rental for aerial shots: 1 day @ £250

This level of detail shows exactly what was used to achieve the project’s goals. If you own the equipment and charge a usage fee, label it to avoid confusion.

Include crew or talent costs

Film production often involves collaborative work with crew and cast members. Delineating these costs by role helps your client see where their money went. For instance:

• Director of photography: 2 days @ £500/day = £1,000

• Makeup artist: £200 flat fee

• On-site audio engineer: 2 days @ £300/day = £600

If you’re the only crew member, list the roles you covered to highlight your contributions. For example:

• Filming and directing: £800

• On-set sound recording: £300

This demonstrates the scope of your involvement and can justify higher pay.

Account for licensing or usage fees

Include fees for any use of licensed assets such as music, footage, and graphics. For example:

• Licensed music track: £150

• Stock footage: 2 clips @ £75/clip = £150

If your invoice also covers usage rights for the video itself, be explicit: “This fee includes exclusive usage rights for the completed video in perpetuity.”

Mention milestone payments, if applicable

For larger projects, it’s common to divide payments into stages tied to project milestones. Reflect this in your invoice. For example:

• Initial deposit (pre-production): £2,000 (Paid 1 June 2024)

• Filming complete: £3,000

• Final delivery (post-production complete): £1,000

Include any prior payments as credits so it’s clear what’s outstanding. This structure reassures the client that their payments are directly tied to progress and helps prevent price shock at the final invoice.

Add a section for reimbursable expenses

Film production often involves incidental costs such as travel and meals for the crew. Include these in a separate section for transparency. For example:

• Travel (to filming location 100 miles away): £150

• Parking (city centre venue): £25

• Meals for crew (2 days, 4 people): £120

Whenever possible, attach receipts as supporting documentation.

Reflect your brand and personality

Your invoice is part of your overall brand experience. Adding elements such as your logo and using consistent fonts or a colour scheme that matches your website adds a level of professionalism. Beyond the visuals, your tone also matters. Include a closing line such as “Thank you for trusting me to bring your vision to life. I look forward to our next collaboration!” This makes the interaction feel human and can strengthen your relationship with the client.

Use film-related terms

Using industry-specific language showcases your expertise and reinforces your credibility. For example, instead of “Editing”, use “Post-production editing and colour grading”, and replace “Filming” with “On-location footage capture”.

Include a delivery timeline

Many film invoices are tied to deliverables. If payment impacts delivery, include a timeline. For instance, you can say, “Final video files will be delivered via Dropbox within 48 hours of receiving full payment.” This eliminates guesswork for the client and ensures everyone understands the next steps.

How do you set payment terms for freelance film work?

When you set payment terms, you should balance protecting yourself as the creator with creating a fair, flexible schedule for your client. No matter how small the project, always discuss payment terms before the project begins and include them in a written agreement, whether that’s a contract, invoice, or proposal. Clear language, such as the following, sets expectations: “This invoice is subject to net 30 payment terms. Late payments will incur a 5% fee per week.” Here’s how to set payment terms that work for both you and your clients.

Establish milestone payments

Film projects often span multiple phases so dividing payments into milestones can make things easier for everyone. Milestone payments tie your earnings to specific achievements in the project and ensure you’re compensated as work progresses.

A milestone payment schedule might look like this:

• Initial deposit (pre-production): 30%–50% of the total cost

• After production (filming complete): 30%–40% of the total cost

• Final delivery (project handover): 10%–30% of the total cost

This structure breaks up financial responsibility for the client while giving you consistent payments to keep working.

Require a deposit

An up-front deposit is important in freelance work: it shows the client’s commitment and offers you financial security. A standard deposit is usually 30%–50% of the total project cost, depending on the project size and scope. You can state in your contract or invoice that work will begin when payment is received. And you can specify that the deposit is non-refundable for added protection or in case the client cancels or delays the project after you’ve started preparing.

Set a payment schedule

Whether or not you’re using milestones, a defined payment schedule ensures all parties know when payments are due. You might use net 15 or net 30 terms, which means payment is due within 15 or 30 days of receiving the invoice respectively, or you might assign specific dates for each payment (e.g. “Deposit due 10 December 2025; final payment due 25 January 2026”). Be specific and consistent: vague terms can lead to late payments or misunderstandings.

Spell out late payment policies

Late payments will happen. Include a late payment policy in your terms to protect your time, such as “Payments not received within 15 days of the due date will incur a late fee of 5% of the total balance per week.” This encourages timely payment.

Outline accepted payment methods

Make it as simple as possible for your client to pay you by offering multiple payment options. List the methods you accept and include the information the client needs to use them. If the client can pay by bank transfers, provide your account number and sort code. If you accept digital payments, include your information for platforms like Venmo and Zelle in the US. If you accept cheques, include your postal address.

If you have a preferred method, mention that too. For example, consider saying “Bank transfers are preferred for payments over £1,000.”

Address reimbursable expenses

Define how additional costs such as travel, meals, and rentals will be handled. A simple policy is all you need, such as “All reimbursable expenses must be pre-approved by the client and will be invoiced separately. Receipts will be provided for any reimbursable costs over £50.” This transparency is important for building trust.

Clarify ownership and delivery

Linking payment to ownership rights or delivery of the final product is a good way to protect yourself. For example, you might say: “Final deliverables will be provided only on receipt of full payment.” This keeps you in control until you’ve been fully compensated and prevents your unpaid work from being used without your permission.

Be flexible, within reason

Some clients might have unique needs such as longer approval processes and alternative payment schedules. While it’s important to protect yourself, showing some flexibility can preserve your future working relationship. For instance, you might provide custom payment plans for projects that exceed £10,000 in cost or a grace period for payments due over the holidays.

What are common challenges with invoicing for freelance film work?

The unique demands of creative work often introduce invoicing challenges. Below are some of the most frequent issues and how to handle them.

Late payments

Film projects often involve multiple stakeholders, and invoices can get caught in approvals or misplaced. These delays can disrupt your cash flow, which can be especially challenging for freelance filmmakers who rely on timely payments to cover their expenses.

To minimise lateness, plainly state your payment deadlines (e.g. net 15, net 30) on every invoice and include late payment terms (e.g. “5% fee for payments over 15 days late”). Send polite reminders before and after the due date to keep things moving, such as “I hope this message finds you well! Just a quick note to remind you that Invoice #203 is past due. Please let me know if there’s any issue, and I’d be happy to help.” Set a schedule for following up. For example, you can send one reminder a few days before the due date and another one week after.

Scope creep and unapproved work

Clients might ask for extra edits, reshoots, or additional deliverables that weren’t included in the original agreement. If these requests aren’t documented and invoiced separately, you might end up working more than was agreed without proper compensation.

Avoid scope creep with detailed invoices and contracts that outline exactly what’s included (e.g. “Two rounds of edits included. Additional edits billed at £50/hour”). When new requests come up, communicate promptly and update the invoice to reflect the added work.

Cost disputes

Clients who don’t fully grasp what film production entails might question your rates or itemised charges such as equipment rentals, travel, and post-production fees.

Try to add clarification by including a clause in your agreement that details the expenses expected so clients are aware from the start. Be proactive in educating clients and explain costs up front such as rentals, licensing, and specialised equipment. Track these costs meticulously and list them separately on your invoice.

Attach supporting documentation such as scans or PDFs of receipts for even more clarity.

Miscommunication on payment terms

If you don’t agree to terms early on, clients might assume their own timeline. For instance, they might wait for the final product to be delivered before they pay the entire amount. This can lead to conflict or other issues, particularly if you were planning on using milestone payments.

Always discuss payment terms before you start work. Include these terms in both the contract and invoices and reiterate when payments are expected to keep the project on track.

Losing track of invoices

Large projects often involve multiple invoices. Without a system in place, it’s easy to lose track of what’s been sent, paid, or is outstanding.

Use invoicing software like QuickBooks and Wave or even a well-organised spreadsheet to track invoice numbers, due dates, and payment statuses. Give each invoice a unique number and title that references the project (e.g. “ProjectX-2025-INV003”). Regularly follow up on unpaid invoices and reconcile your records to avoid errors.

Unclear deliverables

Disagreements can arise when clients feel the work delivered doesn’t match their expectations, particularly if the final output is tied to payment. This can create delays or even disputes about the invoice.

Specify what’s included in the project (e.g. “Deliverables: 3-minute promotional video in 4K, with 2 rounds of revisions”) to avoid mismatched goals. Offer previews or drafts tied to milestone payments so clients stay involved with the project’s progress.

Billing international clients

If you work with clients who are based abroad, currency conversion, international bank fees, and payments platform compatibility can complicate invoicing.

Simplify invoicing by using tools that support international payments, such as Stripe Invoicing. Specify the currency on your invoice (e.g. “All charges are listed in GBP”) and decide up front who will cover transaction fees.

Non-payment

In the rare but frustrating case of a client who refuses to pay, you might need to escalate the situation. This can include sending a formal demand letter or involving a debt collection agency.

Include a clause in your agreement about what happens if payment is not received, such as “Unpaid balances over 60 days might be referred to a debt collection agency or small claims court.” If payment is not received, remind the client politely but firmly of the consequences.

How Stripe can help with invoices for freelance film work

Stripe can make invoicing for freelance work much easier. Here’s how.

Invoice creation

Stripe allows you to quickly create and customise invoices so they feel like your own. You can add your logo, choose colours that match your brand, and include all the details your client needs. The presentation is professional and organised, and you don’t have to struggle with formatting.

Payment options

Stripe supports a wide range of payment methods, including credit cards, Automated Clearing House (ACH) transfers (in the US), and even Apple Pay and Google Pay. Your clients can pay whichever way works best for them, which means you can get paid faster.

Automatic payment reminders

Stripe automatically sends reminders for unpaid invoices so you don’t need to spend time writing awkward emails. Plus, you can see the payment status of every invoice right from the Stripe Dashboard.

Help with international clients

If you have clients in other countries, Stripe makes it simpler to invoice them in their own currencies. This saves you from figuring out exchange rates or requesting that a client pay in your local currency.

System integration

Stripe works with numerous other tools and platforms you might already use, such as accounting software and project management tools. This means you can keep everything connected and organised without extra effort.