Event Photography Invoice Template - Australia

Yes. As a registered business, you must include GST (Goods and Services Tax) at 10% on your photography services if your annual turnover exceeds $75,000. You'll need an ABN (Australian Business Number) displayed on your invoice. GST applies to all photography fees—shooting services, editing, digital galleries, and travel expenses. When calculating your invoice total, add GST to your subtotal at the end. Display both the pre-GST amount and the GST amount separately on your invoice so clients see exactly what they're paying in tax.

Wedding packages typically include a set number of shooting hours, basic editing, and digital files. Charge separately for extras like additional hours, premium prints, video highlights, or professional albums. Rush editing, same-day delivery of files, and premium retouching should be listed as add-ons. This structure sets clear expectations and protects your hourly rates. Clients understand they're getting a defined service, and you can upsell premium options. List each add-on separately on your invoice so clients see the value you're providing beyond the base package.

Digital files are typically included in your photography package, but optional delivery formats warrant separate charges. An online gallery (password-protected cloud storage) could be a $200–500 add-on, especially if you're hosting it for extended access. USB drives with high-resolution images add production costs and should be charged $100–250 depending on volume. Consider offering tiered options: unlimited cloud gallery, limited-access download link, or physical USB delivery. This allows clients to choose their preferred format and gives you recurring revenue from premium deliverables.

Travel fees should be itemized separately on your invoice, especially for events outside your local area. Calculate mileage based on distance from your studio, add parking and accommodation costs if applicable, and include a flat travel fee ($100–300+) for time away from the studio. Regional events across Australia may justify higher travel costs. Listing these separately shows clients exactly what they're paying for and prevents sticker shock. Always clarify your travel policy in your quote before the client books—this avoids disputes and ensures clients understand your full service cost.

Editing time is valuable and should be charged separately from shooting hours. You can bill it per hour (typically $50–150/hour depending on complexity) or as a flat fee per image. List 'Photo Editing and Retouching' on your invoice with the quantity (number of hours or images) and your rate. Standard editing (colour correction, cropping, exposure adjustments) might be $8–15 per image, while advanced retouching (blemish removal, background work) justifies $20–50+ per image. Clarify upfront how many edited images are included in your package and charge for edits beyond that scope.

Yes. Equipment setup and lighting design are separate services from photography and justify their own line item. If your event requires complex lighting rigs, multiple flash systems, or backup equipment, charge a setup fee ($200–500+) to cover equipment transport, installation, and technical oversight. This is especially justified for corporate events or venues requiring extensive prep. Clients expect photographers to bring gear, but professional-grade equipment and setup labour represent real costs. Itemizing this separately educates clients about your investment and ensures you're compensated fairly for technical work beyond just taking photos.

A 30–50% deposit is standard practice and protects you against cancellations while securing the date. Collect the deposit at booking, then request full payment before the event or within 7 days of delivery. Some photographers invoice 50% upfront and 50% before the event; others invoice the full amount with a deposit applied at booking. Clearly state your cancellation policy (refundable or non-refundable deposit) and payment methods accepted. For high-value weddings or corporate events, a staged payment schedule across three instalments reduces client friction and improves cash flow.

Additional hours should be charged at your standard hourly rate, typically $300–600+ depending on your experience and market positioning. If your base package is 8 hours at $2,500, additional hours are usually charged at a prorated rate (around $312–375 per hour). This rate should be clearly outlined in your quote so clients know the cost before requesting overtime. Many photographers include the first 30 minutes of overtime free as a courtesy, then charge in 30-minute or hourly increments. Itemizing additional hours separately on the invoice reinforces the true value of extended coverage and encourages clients to book your full standard package.