When to request payment for product photography?

I'm working with a company doing small scale product photography and about to send them out a quote this week.

But I'm completely clueless as to when to request payment; is it before the shoot? I actually have a credit card reader via PayPal so I can do onsite. But wasn't sure how most companies paid contractors. My other business is just regular retail so I've never done anything like this involving quotes and such.

You really should ask them how their system works. I did a video job for a GM client who had discretionary funds & he sent me a check in one week.
Then we did a similar job for the same client the next week & his boss made him put a PO through the "system". That one took almost 6 months!

Companies are not all the same. Is this company someone you would trust to pay you after you deliver the images? Many companies require 30 days or some other amount of time to process a bill and cut a check. Some companies can cut a check the same day. The problem is that once you deliver the images, you have no leverage to force payment short of getting legal on them. So if you think them reputable, provide a bill payable within 30 days of delivery. If not, a check for the full amount upon delivery.

Both good advice above.

If the client is a small business with whom you have not done business before, get paid in full prior to delivering the final product. I learned that the hard way. The client was a friend-of-a-friend, we didn't use a contract because I was dumb, and now we're using a bill collector to get the rest of our payment.

If the client is a medium-sized business, big enough that they actually have an accounting department and a formal process to pay their vendors, then it's somewhat less likely that they'll just blow you off - but it's somewhat more likely that they'll pay you on their next billing cycle after your invoice is submitted. OR, if it's a little one-off job and they don't want to jump through those hoops, your contact might just cut you a check or maybe even pay with personal credit card. Like Frank noted above, I've had it happen both ways from the same client.

There's quoting/invoicing software out there that will make it all relatively easy. My wife/boss/accountant handles all that so I don't remember what we use ... FreshBooks, I think.

nathancarter wrote in post #16534434
If the client is a small business with whom you have not done business before, get paid in full prior to delivering the final product. I learned that the hard way. The client was a friend-of-a-friend, we didn't use a contract because I was dumb, and now we're using a bill collector to get the rest of our payment.

I'm glad I asked. Thank you all for the great advice. It's a medium sized company I believe. But they do know what they want and will meet briefly so I can make sure I'm not missing anything (learning from my past mistake). I'll probably go this route via getting paid before releasing the photos.

Are you doing the photography on site or off site?

If on site, ask for half up front as a deposit and half upon delivery of the final images.

If off-site, ask for half when you return the product (signifying the completion of the shoot) and half on the final images.

Packing slip accompanies all images. Terms: Net 30 days.

You need to define payment terms up front, in order to avoid confusion and possible bad feeling. Most suppliers want immediate payment while most companies want 30, 60 or even 90 days credit (from date of submitting invoice). Some may need to issue a purchase order before work is done/payment made - almost all will require you provide an invoice before parting with money.

The agreed payment terms should be detailed in the contract - you do have a contract don't you?

The contract should also include a clause that defines the acceptable use terms (what they can use the images for) and a note to the effects that additional usage is allowed subject to prior agreement/additional payment.

On site shoot; the products are very small.

Yes I'm drafting up a contract also. Half down may sound better but at least from talking to them they are pretty open about everything so far so I'll have to get all the numbers. Price wise I'm thinking of purchasing FotoQuote as I've searched but have no clue how I should price it out.

I did work for a larger print company, I did 15% deposit, and rest upon completion. Full contract done up.

Before you pick up your camera.

Here is best line you can include in a contract.

"Intellectual Property licenses are transferred once final payment clears account"

I tend to work in project phases..new clients pay in advance of work
and through out the process..less risk and drama. I give more wiggle room after working together on a number of projects.

Getting clarity on payments plans is very important, if they are going to take 6 months to pay best to know that up front and charge accordingly. The one's that are not clear about time line for pay checks are worth avoiding!!
cheers D

proimages wrote in post #16540262
"Intellectual Property licenses are transferred once final payment clears account"

I don't think photography generates intellectual property. That's the realm of inventions. No?

Aki78 wrote in post #16534207
I'm working with a company doing small scale product photography and about to send them out a quote this week.

But I'm completely clueless as to when to request payment; is it before the shoot? I actually have a credit card reader via PayPal so I can do onsite. But wasn't sure how most companies paid contractors. My other business is just regular retail so I've never done anything like this involving quotes and such.

I invoice when the job is complete. I have 30 days on the invoice but most companies I work wit hare usually 30-90 days for payment after i invoice. A new client I will usually ask for a PO# and/or cost center # which can make for faster payment sometimes.

Like Frank I to have had quick payment and sometimes 6 months from the same client. Just depends on how long he invoice sits on someones desk waiting for approval.

BllinkBid sums it up very nicely: 'License usage rights are transferred upon full payment of this invoice. Failure to make payments voids any license granted and constitutes copyright infringement.'

I'd collect 50% down and the rest upon delivery of the images. The size of the products is irrelevant.