Care to share an invoice?

Anyone? I have to invoice someone via mail as opposed to a piece of paper, and to be honest it's something I've not done in ages, and I've actually never invoiced via email.

Anyone got some samples they'd care to share?

Ta.

Your invoice should also have your terms and conditions on it, so it would be fairly specific to each photographer, but seeing others might help you come up with your own.

In the end, its nothing more than a your prices, payment terms, client info, your info, rights and usage terms, and so on. When I get into the office I can post a blank invoice to give you an idea of what mine looks like. But it probably more than what you need.

That's be very welcome thankyou. Obviously each invoice is specific but I was just after a helping guide.

send me your email and I will email you one of my invoices

dpurslow wrote in post #3054838
send me your email and I will email you one of my invoices

... for how much?

I find the best way is to generate the invoice in (say) word, or even Excel would do. Then convert it to a .PDF (using one of the many free converters available on-line) then simply email it as an attachment. Although the recipient can cancel a "read receipt request" - it doesn't hurt to click the delivery confirmation and read-receipt options in your email program, so at least you know it has arrived on their computer.

I tend to speak to the person, not immediately, but maybe a couple of days later and just ask "...btw, you have recieved my invoice, haven't you?"
[Edit: This saves you the frustration of calling them after 30 days (or whatever) chasing payment, and them saying "What invoice?". Then you back at square one again - and really p#ssed off!]

Dont forget to quote a date on the invoice, your invoice reference, their order number, the date of the job, a description of what you did - and where along with how the images have been supplied (i.e. 2 x CD's containing 200 unprocessd images taken at ABC event), and how quickly you want payment. Finally you really need some reference to usage Terms & Conditions.

It all sounds very complicated, butonce you've done one it's easy!

These are just basics, it can be more complex should there be any info that your client specifies must be quoted - but that should be covered by you quoting their Purchase Order number (or at the very least the name of the person who asked you to do the job)

TJ

Cheers for that chaps.

Email is dave@manipula.co.uk

If you are doing paper invoices, just create one as normal, scan it as a pdf and send as an e-mail attachment.

Do you have MS Word? There are templates on the web that are a breeze to use. google is your amigo.

Beat me to it, I was going to PDF an invoice for reading OP's request..

Don't have anything fancy, really do need to work on one someday.

TeeJay wrote in post #3055126
... for how much?

I find the best way is to generate the invoice in (say) word, or even Excel would do. Then convert it to a .PDF (using one of the many free converters available on-line) then simply email it as an attachment. Although the recipient can cancel a "read receipt request" - it doesn't hurt to click the delivery confirmation and read-receipt options in your email program, so at least you know it has arrived on their computer.

I tend to speak to the person, not immediately, but maybe a couple of days later and just ask "...btw, you have recieved my invoice, haven't you?"

Dont forget to quote a date on the invoice, your invoice reference, their order number, the date of the job, a description of what you did - and where along with how the images have been supplied (i.e. 2 x CD's containing 200 unprocessd images taken at ABC event), and how quickly you want payment. Finally you really need some reference to usage Terms & Conditions.

It all sounds very complicated, butonce you've done one it's easy!

These are just basics, it can be more complex should there be any info that your client specifies must be quoted - but that should be covered by you quoting their Purchase Order number (or at the very least the name of the person who asked you to do the job)

TJ

Dave,

Here is a link to my invoice as promised. The info is fictitious. Actually, its an estimate worksheet that was created in Excel. When I submit the invoice, it just changes the Estimate to Invoice, and uses the first page only. I used the estimate instead to show how the line items get rolled up to the invoice summary line items,and just plugged in some numbers to fill out the main page. Attached to the invoice is a one page terms and conditions, and any attachments with further job description if needed. The terms and conditions go with estimates, quotes, bids, and the invoice.

http://www.cypressmedi​aworks.com/temp/estima​te.pdf - this is here for the benefit of POTN users. Use it for your own use, but please do not distribute it elsewhere.

The fields are plugged in automatically with macros in Excel. A CSV file is also written which is used to automatically fill in QuickBooks for accounting tracking purposes.

While this is overkill for some forms of photography, it works very well for commercial work. It would be easy to take only the parts you feel fit your market and use them as a starting point. I will leave it up for a short time, then delete it off my server.

That's fantastic Stephen, thankyou very much, really in depth and exactly what I was after.

manipula wrote in post #3063853
That's fantastic Stephen, thankyou very much, really in depth and exactly what I was after.

Glad I can help. Not sure why the terms were cut off on the end of the last page when it made the PDF. But there isn't much more there anyway.

That's all good. It gives me the 'inspiration' I needed I think. You know sometimes you just need a good starting block...

Thanks.