Everhour separates editing rates from costs, while video editors still need invoices that match project specs and client terms.
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Video editors usually invoice around a project, a booked edit block, or a defined set of deliverables. A practical invoice names the client, project, invoice date, invoice number, payment terms, line items, amount due, and remittance details. For a trailer, social cutdown, or corporate video, the clearest line ties the charge to the agreed work: edit, color pass, audio cleanup, exports, versions, or revisions.
For ordinary United States private-sector work, no prescribed federal invoice form controls the format. Invoices act as supporting documents for business records because they show gross receipts and the source of income. That gives you flexibility, but it also makes detail matter. A vague line such as "video work" invites questions. A line such as "Editing, 3 booked days, 16:9 master plus 9:16 social version" gives the client a reason to approve payment.
A video editing invoice should reflect the bid or estimate that started the job. Post-production bids commonly depend on project specifications, including final deliverables such as versions and aspect ratios. The invoice should show whether the job used a firm-bid structure, cost-plus-expenses billing, hourly editing, day-rate booking, or milestone billing. Each line should make the commercial basis visible without turning the invoice into a production diary.
Useful invoice lines include booked editing time, additional hours actually incurred, outside costs, markup, approved overages, deposits, and the final balance. A firm-bid invoice can show the awarded bid, any approved specification-change overages, and outside costs. A cost-plus invoice can show actual hours, committed outside costs, and markup. Purchase order references, client job numbers, and delivery terms also reduce back-and-forth with producers and accounts payable.
Video editing work often changes after the first cut. Extra aspect ratios, new captions, additional rounds of client notes, rush schedules, source-file requests, or new deliverables can change the billable amount. Industry post-production guidance treats overages as billable when project specifications change, including scope, schedule, or deliverables, with approval confirmed in writing when practicable. Put the approved change on the invoice as its own line.
Payment timing also belongs on the invoice. AICP describes a commonly used 75-25 post-production payment plan, with 75% due upon award and before work starts and 25% due upon delivery, while each company negotiates its own terms. Unless other terms are agreed in advance, its guidance says subsequent invoices should be paid in full no later than 30 days after the invoice date. Late-interest terms belong in written terms, not as a surprise.
A one-off invoice works when you edit for one client, bill a fixed fee, and already know the final amount. It is enough for a simple project with one deposit, one final payment, and a small number of deliverables. The invoice still needs clear project scope, payment terms, tax treatment where applicable, and a record of any approved overage.
A managed workflow becomes useful when several editors, producers, or motion designers touch the same job. Everhour can separate internal cost rates from client-facing billable rates, set per-person defaults, override rates by project, preserve dated rate history, and price billable work by project, member, or task. That matters when booked editing time, revisions, and outside costs need to move from approved time records into billing without rebuilding the invoice by hand.
This content is for general information only, may not be fully up to date, and is provided without any warranty or liability.
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A video editor should include client details, invoice number, invoice date, project name, PO or job number if provided, payment terms, line items, amount due, and payment instructions. The line items should name the editing work, deliverables, booked time or fee basis, outside costs, approved overages, and any deposit or balance due.
Use the structure that matches the agreement. Hourly lines fit open-ended revision work, day-rate lines fit booked edit sessions, and fixed project lines fit agreed deliverables. A mixed invoice is acceptable when the contract supports it, such as a fixed edit fee plus approved extra hours for new versions.
A video editor can bill revisions or overages when the agreement allows them and the client approves the added scope, schedule change, or deliverable change. The invoice should show the overage separately, with a short description such as "Additional 9:16 cutdown approved March 5, 2026." Written approval reduces payment disputes.
United States sales tax depends on state and local rules, nexus, the buyer location, and whether the specific service or deliverable is taxable. The United States does not have a national VAT or GST invoice regime. Some states tax only certain services or labor charges, while others define taxable service categories more broadly.
Working files should appear only when the client is buying them. AICP post-production guidance treats edit files, project bins, tools, methods, systems, code, workflows, and other intermediate materials as the post-production company's intellectual property, unless specifically paid for. The invoice should separate final deliverables from any paid transfer of working materials.
Everhour separates cost rates from billable rates, so an editor's internal cost can stay distinct from the client-facing rate. Teams can set default per-person rates, override rates for a specific project, preserve dated rate history, and price billable work by project, member, or task.
Everhour Billing & Invoicing converts tracked billable time and expenses into client invoices. Users can select uninvoiced time, preview the breakdown, group invoice lines by project, task, person, or date, and exclude non-billable work before sending or exporting the invoice.
Track booked editing time, rate changes, and approved overages in Everhour, then move billable work into invoices with fewer manual edits and clearer client billing.
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