Video Production Invoice Template - New Zealand

If you're GST-registered, you must add 15% GST to video production services including filming, editing, and equipment hire. Your invoice must clearly display the GST amount separately from the pre-GST total, along with your GST registration number. The IRD treats video production services as standard-rated supplies fully subject to GST. Always show the GST calculation so clients understand the final amount due. If you're not registered, don't add GST, but this may affect your competitiveness with larger clients. Verify your registration status to ensure full compliance.

Group crew by role or service type rather than listing individuals separately. For example: "Director and producer (8 hours @ $150/hour)," "Camera operator (2 days @ $450/day)," or "Audio engineer—full-day rate." This keeps invoices readable while showing clients exactly what labor they're funding. Alternatively, quote a combined daily crew rate for package deals. Grouping also simplifies your accounting while maintaining transparency about service delivery. Choose whichever method aligns with your client agreement and supports your internal cost tracking.

Yes. Separating pre-production (consultation, planning, location scouting) from post-production (editing, color grading, sound design, motion graphics) clarifies what clients are paying for and justifies your pricing structure. This breakdown helps clients understand the full scope of work involved in video production. Itemizing phases separately also lets you track profitability across different stages and supports milestone-based payment if the project spans multiple weeks. Clients appreciate transparency about how production phases translate into costs.

List equipment rental and operator labor as separate line items. For equipment, specify the item (lighting kit, camera, microphone), quantity if applicable, and rental period (daily, per-shoot). Labor should reflect the technician's actual operating time. Some producers bundle equipment and operator into a single "equipment and operator" charge for package pricing. Whichever approach you use, maintain consistency across invoices. If equipment is purchased and transferred to the client, clarify whether it's a one-time cost or rental. Separation improves cost transparency and helps clients understand where their budget goes.

Standard terms for NZ video production range from Net 7 to Net 30, with Net 14 common for commercial clients. Most producers request a deposit (30–50% of project cost) before pre-production begins, with balance due upon delivery. For larger projects, use milestone invoicing: charge at booking, after filming wraps, and at final delivery. This maintains cash flow throughout the project. Bank transfer is the standard payment method in New Zealand—include your account details on the invoice. Clearly state all payment terms on every invoice to avoid delays and disputes.

Include revision limits in your original quote and reference them on your invoice—for example, "up to 2 rounds of revisions included." If revisions exceed this limit, invoice separately with a detailed line item such as "Additional revisions (4 hours @ $95/hour)." Document revision policies in your initial proposal so expectations are set before work begins. For significant re-shoots or re-edits beyond scope, issue an amended quote before invoicing. Clear revision boundaries prevent scope creep and protect both your time and the client relationship. Always reference revision terms in your payment terms section.

Invoice the final balance after project completion and client approval. However, requesting a deposit upfront (typically 30–50%) before pre-production begins is industry standard and protects your cash flow. For extended projects, use milestone invoicing: invoice after filming completion, after rough-cut approval, and after final delivery. This spreads cash flow across the project instead of waiting until the end. Always clarify payment timing in your initial contract so there's no confusion. Milestone structures work particularly well for projects involving multiple phases or extended timelines.

While copyright details aren't strictly required on the invoice itself, reference your usage rights terms in the payment terms section or notes. For example: "Client receives license for stated purpose; copyright remains with [your company]." This protects your intellectual property and clarifies what the client can do with the final video. Document usage restrictions in your initial contract, then reference that agreement on the invoice. If usage rights are extended or non-standard, clarify this before invoicing so costs reflect the scope. Written documentation of copyright terms prevents disputes and protects both parties.