Video Production Invoice Template - Malaysia

Malaysia's Service and Sales Tax (SST) applies to video production services at the standard 6% rate on service fees. Your invoice must clearly display your SST registration number, itemize all services separately, calculate SST on the subtotal (before any discounts), and show the tax amount distinctly before the final total. Equipment rentals may have different SST treatment depending on whether they're bundled with services or invoiced separately, so maintain detailed records for compliance.

Day rates work best for video shoots where clients pay per 8-hour shooting day or half-day. Post-production (editing, color grading, animation) works better with project-based pricing since you can estimate total hours needed upfront. Many Malaysian production companies use hybrid pricing: day rates for shoots, project rates for post-production, and hourly rates for last-minute revisions. This approach provides clarity for both you and the client.

Yes, separating equipment rental from labor creates transparency and can affect tax treatment. List specific equipment (4K camera, lighting kit, drone, stabilizer) with quantity and daily or hourly rental rate. This approach helps clients understand the full cost breakdown, justifies your pricing, and simplifies negotiations if they provide their own equipment. Some Malaysian productions deduct equipment fees if the client brings their own gear, which becomes easier to manage with separate line items.

Include 1–2 revision rounds in your project price with clear scope boundaries—typically minor color timing adjustments, text changes, or audio level tweaks. Define revision scope upfront (for example, "revisions limited to creative direction, not structural re-editing"). Charge 50% of your hourly rate for revisions beyond the included rounds. Document what qualifies as a revision versus a new scope item to avoid scope creep and billing disputes.

50% deposit at project approval and 50% on final delivery or within Net 15 days is the common approach for Malaysian video work. For larger productions spanning weeks, use milestone payments: deposit at kickoff, payment after shoot completion, and final payment upon delivery. Established clients may negotiate Net 30 terms, but new clients should pay faster. Always specify payment terms clearly on your invoice and consider offering a 2–3% early-payment discount to encourage faster settlements.

Drone operations require specialized equipment and certified operators, so price it as a distinct line item. Charge either hourly (typically RM 400–800 depending on experience and equipment) or per flight hour. Factors affecting price include location complexity, weather conditions, necessary permits, and altitude requirements. Clearly state deliverables—raw footage, edited highlights, or specific duration—so clients understand what's included in your drone service fee.

Yes, rush fees are industry-standard when timeline compression requires overtime or prioritization over other projects. Charge 25–50% premium on top of your standard rate for rush delivery. Define rush timelines clearly: "Standard delivery is 2 weeks; 1-week delivery adds 25% rush fee; 3-day delivery adds 50% rush fee." Communicate rush charges upfront so clients make informed decisions rather than discovering unexpected costs after requesting acceleration.

Typical deliverables for Malaysian video productions include MP4 (universal playback), MOV (editing/archival), and platform-specific formats (YouTube, Instagram, TikTok). Your invoice should specify resolution (1080p, 4K) and codec details. If clients request additional formats—ProRes, DCP, or Adobe-specific files—price these as separate line items since they require extra export and quality-assurance time. Clearly distinguish between formats included in your base delivery and which are premium add-ons to avoid scope creep.