Video Production Invoice Template - Canada

Separate your invoice into distinct production phases: pre-production (planning, consultation, scripting), principal photography (shoot days), post-production (editing, color correction), and specialized services (motion graphics, audio mixing). This clarity helps clients understand where time and resources went, justifies your rates, and makes future quotes easier to compare. Each line item should specify the service type, quantity of hours or days, and rate. Breaking down services prevents disputes and establishes professionalism, especially for complex projects involving multiple team members or extended timelines.

If your video production business generates more than $30,000 in annual revenue, you must register for GST/HST and collect it on invoices. HST applies in Ontario, Nova Scotia, New Brunswick, and Newfoundland and Labrador; GST applies in other provinces, with some provinces adding PST/QST. Video production services are generally taxable unless you invoice non-residents for services performed outside Canada. Include your GST/HST registration number on your invoice and calculate tax based on where the service is delivered or where your client is located. If unsure about your specific situation, consult CRA guidelines or a Canadian accountant.

Yes. Equipment rental is a distinct cost center from labor and should always appear as a separate line item. Clients often value seeing what they're paying for cameras, lighting rigs, drones, or specialized gear. This also protects you if equipment costs fluctuate—you're not bundling an unpredictable expense into your day rate. Document the equipment type, rental duration, and daily or weekly rate clearly. If you own the equipment, charging a rental fee is standard industry practice and compensates you for equipment maintenance, depreciation, insurance, and storage.

Video production typically uses tiered payment: a deposit (often 50%) due upon agreement to secure your availability, milestone payments as work progresses (due upon completion of major phases), and final payment due before delivery of finished files. Net 15 or Net 30 terms are common for established clients, but shorter terms protect you during projects with extended timelines. Clearly state when payment is due, acceptable payment methods, and any late fees. For large projects, stagger payments across pre-production, shooting, and post-production phases to manage cash flow and reduce financial risk.

Establish a revision policy upfront—typically include two rounds of minor revisions in your project fee, then charge hourly for additional changes. If clients request significant changes beyond the original scope, use a change order (an updated invoice amendment) that documents the new work, timeline, and cost. Price revisions at your current hourly rate plus any equipment or third-party costs. This prevents scope creep and ensures you're compensated fairly for extra work. Clear communication about what's included and what costs extra avoids misunderstandings and protects your profitability on longer projects.

Absolutely. Each production phase requires different skills, equipment, and responsibility levels. Pre-production (research, planning, consultation) typically costs less than principal photography, which involves full crew coordination and equipment. Post-production (editing, color grading, motion graphics) is detail-intensive and should command higher rates reflecting the expertise required. Your video production invoice template should allow flexible rate settings per line item. Many producers charge hourly for pre- and post-production but day rates for shooting. Differentiated rates reflect market value and are expected by professional clients.

If your client is located outside Canada, you may not need to charge GST/HST if you can document that the service was performed for a non-resident for use outside Canada. For clients in other provinces, apply the appropriate HST or GST/PST based on where the work is performed or delivered. Include a clear statement of delivery location and client location on your invoice. Request a completed Form GST/HST assignment from corporate clients. For international clients, confirm currency and payment method upfront, and build time zone and currency conversion considerations into your project timeline.

Include your business name, address, and Business Number (if registered for GST/HST), your GST/HST registration number, invoice date and number, client name and address, itemized services with descriptions and rates, subtotal, GST/HST amount, total amount due, payment terms, payment methods accepted, and due date. Add your contact information so clients can reach you with questions. If you operate as a sole proprietor, include your full name; if incorporated, use your legal business name. A complete invoice protects you legally and ensures payment processing goes smoothly while maintaining professional credibility.