Invoice Template for Photography

Sales tax requirements vary by state and service type. Most states require sales tax on physical products like prints and albums, but photography services (session fees, editing) are often exempt. Some states tax digital deliverables while others do not. Check your state's Department of Revenue website or consult a tax professional to determine your obligations. If required to collect sales tax, include it as a separate line item on your invoice and remit it quarterly or monthly to your state.

The IRS requires you to keep invoice records for at least 7 years from the date you file your tax return. Store both sent invoices and received payments digitally and in backup locations. Good record-keeping helps with tax preparation, audit protection, and tracking business growth. Include all supporting documents like contracts, receipts, and correspondence related to each invoice.

If you hire contractors (assistant photographers, editors, makeup artists) and pay them $600 or more in a year, you must issue a 1099-NEC form by January 31st. Collect W-9 forms from all contractors before paying them. This applies to sole proprietors and LLCs, but not corporations. Keep accurate records of all contractor payments throughout the year to simplify year-end reporting.

Include copyright language on every invoice to protect your work. Standard terms: "All images remain the property of [Your Business Name]. Client receives a license for [personal use/commercial use/web use] as specified. Unauthorized reproduction, distribution, or commercial use is prohibited without written permission." Clearly state what rights the client is purchasing and any restrictions on image usage.

Clearly state payment terms on your invoice: "Payment due within 14 days" or "Net 30". Include late fee policies if applicable: "1.5% monthly interest on overdue balances" (check your state's maximum allowable rate). Late fee clauses must be agreed to in advance, ideally in your contract. Including these terms on invoices reinforces expectations and provides legal backing for collections.

Most cities and states require business licenses for professional photography. Include your business license number on invoices if required in your jurisdiction. Consider professional liability insurance to protect against claims of missed shots or equipment damage. Some commercial clients require proof of insurance before hiring. While not always required on invoices, having proper licensing and insurance demonstrates professionalism.