This comprehensive Video Production Invoice Template - UK is specifically designed for British video production companies and freelancers. Create professional invoices quickly with pre-formatted sections for filming services, post-production work, equipment rentals, and crew costs. The template includes VAT calculations, payment terms, and British business formatting standards. Perfect for documentaries, commercials, corporate videos, and creative projects. Save time with automated calculations and ensure compliance with UK invoicing requirements while maintaining a professional appearance for your video production business.
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Frequently Asked Questions
Yes, you must add VAT at the standard rate (20%) to all video production services unless your client is registered for VAT or entitled to a VAT exemption. This applies to filming, editing, colour grading, motion graphics, and equipment rental. If your client operates in another EU country, reverse-charge rules may apply instead. You must also register for VAT once your turnover exceeds the threshold (currently £90,000), at which point you're required to invoice with VAT included.
Break your invoice into logical service categories: pre-production (concept development, planning), principal photography (individual shooting days with rates), equipment rental (itemised separately), crew costs (if applicable), and post-production (editing, colour grading, graphics). Each line item should clearly state what was delivered and the rate charged, whether hourly, daily, or per-project. This structure helps clients understand value and makes payment easier to approve across department budgets.
Yes, requesting a deposit is standard practice for video production. A typical retainer might be 25–50% of the total project value, collected upfront to secure dates and cover pre-production costs. Clearly note on your invoice that this deposit will be offset against the final invoice amount. Separate your retainer invoice from your final delivery invoice to avoid confusion, and always specify the project scope that this deposit covers.
Define your revision policy clearly in your project quote or terms before work begins—typically you might include two rounds of revisions in your base fee. For revisions beyond this, create a separate change order or amendment invoice detailing the additional work and cost. This protects you from scope creep while maintaining a professional relationship. Specify exactly what constitutes a revision versus a new project phase.
Day rates are best for shoots with uncertain duration or multiple deliverables, while per-project fees work better for clearly defined work like a single commercial or short film. Day rates typically range from £600–£2,000+ depending on your experience and the shoot's complexity, and protect you if work takes longer than planned. Per-project pricing gives clients budget certainty but requires accurate scoping to ensure profitability. Choose whichever model reflects how the client wants to budget the work.
Clarify equipment liability in your project terms before filming begins—specify which party is responsible for accidental damage, and whether you'll invoice for repairs as a separate line item or require insurance coverage. If equipment is damaged due to client negligence, you can invoice for repair costs or replacement, but this should be documented in writing during the shoot. Always itemise damage separately from your production fees to keep invoicing transparent.
Yes, travel and accommodation costs should be invoiced separately from your production fees. List mileage at HMRC-approved rates (currently 45p per mile for the first 10,000 miles, then 25p), and invoice for actual accommodation receipts. Clearly note these as reimbursable expenses rather than your service fee, and include dates and purpose. Some production companies add a handling fee (5–10%) to cover expenses, but always disclose this upfront in your quote.
Create separate invoices for each project phase—typically pre-production, principal photography, and post-production—so clients can approve and pay work in stages. Align invoices with deliverable milestones: invoice pre-production once planning is approved, principal photography upon completion of shooting, and post-production upon final delivery. This approach improves cash flow, reduces client financial risk, and keeps each phase's scope clear. Always specify what deliverables are included in each milestone.