Our free Production Assistant Invoice Template streamlines billing for film and television production support services. This professional template includes sections for equipment rental, location assistance, administrative tasks, and crew coordination services. Perfect for production assistants working on film sets, TV shows, commercials, and independent projects. The template ensures accurate invoicing with clear itemization of services, hours worked, and project details, helping production assistants maintain professional client relationships.
Frequently Asked Questions
Different PA tasks carry different market rates based on skill and responsibility level. Location scouting and talent coordination typically command higher rates ($150–$200/day) than general assistance ($100–$150/day). Equipment setup, crew coordination, and administrative work fall in the middle range ($125–$175/day). Your rates should reflect your experience, the production's budget tier, and local market conditions. A well-structured invoice clearly separates these services by task type, making it easier for production companies to approve and process payments quickly.
Itemization depends on invoice complexity and the production company's preferences. For single-day shoots with basic duties, grouping works fine (e.g., "General Production Assistance – 8 hours"). For longer productions or specialized roles—location scouting, talent coordination, equipment handling—break these out separately. This clarity helps clients understand what they're paying for and speeds payment processing. Check your contract or ask the production manager for their invoicing preference before you submit.
Beyond hourly labor, you can invoice for reimbursable expenses like mileage, parking, meals (if you purchased crew catering), equipment rental, or location permits you secured on behalf of the production. Always keep receipts and clarify expense policies upfront—some productions cover these directly, others reimburse through invoice. Submit expenses as separate line items with documentation. This prevents disputes and keeps your relationship with the production company transparent and professional.
Submit your PA invoice within 48–72 hours of completing work while details are fresh and the production is still in active operation. This timing improves payment processing since the production manager is still focused on that shoot. Most productions net 15–30 days for payment processing. Include your invoice number, dates worked, and specific services rendered. Quick, accurate invoicing builds your professional reputation and increases the likelihood of being hired again.
Yes, industry practice supports premium rates for overnight or emergency calls. Night shoots (typically after 6 PM) often command a 15–25% surcharge, while emergency calls requested with minimal notice may warrant a rush rate or flat premium. Document the circumstances clearly on your invoice to justify the variance. Many experienced PAs build flexibility into their base rate to handle these situations without friction. Always agree on emergency rates before accepting the call to avoid payment disputes.
Separate each role by task type and rate. For example: "Location Coordination – 16 hours @ $150/hr" and "Equipment Setup – 8 hours @ $125/hr." This transparency helps productions understand the scope of your contribution and can support your case for higher rates on future projects. Detailed invoicing also prevents underpayment—if all work is lumped together, you risk getting paid at your lowest rate. Clear itemization protects both you and the client.
Expedited invoice processing often includes a service fee (typically 2–5% of the invoice total) to cover administrative costs. Submit the invoice electronically (email or through their accounting system) rather than mail. Include your payment method preference and banking details clearly. Note "Rush – Expedited Processing Fee" on the invoice. Some productions build expedited processing into their standard payment, so confirm whether an extra fee applies before invoicing. Clear communication prevents confusion and late-payment issues.
Maintain a daily call sheet or log that tracks your specific tasks, hours, and rates worked. Note start and end times, responsibilities (location scouting, equipment coordination, talent logistics), and any travel expenses. This documentation supports your invoice if questions arise and provides evidence of your contribution for future rate negotiations. Productions appreciate professional documentation—it speeds payment approval and strengthens your credibility. Consider photographing key deliverables when appropriate.