Video Production Invoice Template - Australia

You must include GST if your annual turnover exceeds $75,000. If you're registered for GST, include it on all invoices regardless of project size. Show the pre-GST amount, the GST calculation (10%), and the total separately. Clients often ask for invoices excluding GST if they're GST-registered themselves, so confirm their tax status before sending. Unregistered producers can omit GST from invoices.

Separate invoicing by production phase helps clients understand where costs accumulate and aligns with your workflow. Charge for initial planning, storyboarding, and location scouting as pre-production. Principal photography covers shoot days, crew, and equipment rental during filming. Post-production includes editing, color grading, sound design, and motion graphics. Some producers invoice at milestones (50% pre-production/production, 50% upon delivery), while others bill the full amount on completion. Choose whichever matches your cash flow needs and client expectations.

List equipment separately from labor to keep invoices transparent. For crew, itemize by role and hours worked—camera operator, sound technician, lighting technician—rather than lumping all costs together. Equipment can be charged as a daily rental rate or as a percentage markup on production costs. Some producers add a 15–25% equipment handling fee to cover maintenance and insurance. Include the quantity (days, hours) and rate per line item so clients see exactly what they're paying for.

Yes, revisions beyond the agreed scope should be billed separately. Define revision limits upfront in your quote or contract—for example, "two rounds of revisions included." Anything beyond that becomes an additional service. Send a separate change order or supplementary invoice clearly stating the revision work, hours required, and additional cost. This protects both you and the client and prevents scope creep. Use your video production invoice template to issue the revision invoice with clear descriptions of the extra work performed.

Issue a separate retainer invoice upfront, typically requesting 30–50% of the project cost before work begins. Label it clearly as "Retainer Invoice" or "Deposit" to distinguish it from the final invoice. Once filming is complete, send a final invoice for the remaining balance. Some producers show both invoices on their video production invoice template with separate invoice numbers. Retainers cover pre-production costs and demonstrate client commitment. Specify your retainer policy in writing before the project starts to avoid confusion.

Standard Australian practice is Net 14 or Net 30 days (payment due within 14 or 30 days of invoice date). For retainers, request payment before work begins. For final invoices, Net 14 is common in corporate video work, while clients may negotiate to Net 30. Specify your terms clearly on every invoice. Late payment penalties of 10% per month are legal in Australia but should be stated on your invoice upfront. Consider offering a 2% discount for payment within 7 days if cash flow is important.

Yes, clarify usage rights separately from the invoice itself, though reference them in your terms. Specify whether the client receives exclusive or non-exclusive rights, and for how long. State whether they can modify the video or must use it as delivered. Include details about platform restrictions—web-only, broadcast, social media, or unlimited use. This protects your work and sets clear client expectations. A brief line like "License: Exclusive, 12-month web use" prevents disputes later. Your video production invoice template should reference your standard terms or link to them.

Break the invoice into phases and explain the labor hours for each role. A corporate video often requires 100+ hours total (pre-production, filming, editing, revisions). Show the cost-per-hour or percentage allocation so clients see where their money goes—35% filming, 40% post-production, 25% planning. Use your video production invoice template to organize line items logically by service type, not just a lump sum. Include a brief description of what's included in each service so clients understand the work involved and justify the investment.