Video production billing runs on bids, deposits, and change orders. Everhour turns tracked billable work into client-ready invoices.
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Use this page to create a production invoice that reflects the commercial terms behind the job. A video production invoice commonly starts from a signed bid, contract, or purchase order, then turns the approved scope into payable line items. That matters for live-action shoots, VFX, animation, design, editorial, and mixed production jobs where costs start before the final file is delivered.
The invoice should make the client recognize the job immediately: production company name, client name, invoice date and number, job title, PO or contract reference, payment schedule, due date, and remittance details. United States private-sector invoices do not follow one prescribed federal invoice form, but invoices still serve as supporting documents for business records because they show transaction amounts and sources of gross receipts.
Video production work is commonly billed as a firm bid or cost-plus-fixed-fee. Under a firm bid, the accepted proposal becomes the contract price unless the project specifications change. Under cost-plus-fixed-fee, the invoice ties direct production costs to an agreed fixed fee. The invoice should label the model clearly so the client sees whether the amount is a contract installment, reimbursable cost, production fee, or approved overage.
Line items usually follow production categories instead of generic service labels. A clear invoice can separate prep crew, shoot crew, talent, locations, art department, equipment rental, media, insurance, editorial, VFX, and music contacts. A sample line can read, "Shoot crew, two production days, approved bid section B, $4,800." That level of detail helps the invoice match the bid without dumping every internal note into the client record.
Production invoices often exist to fund work before it happens, not only to collect after delivery. AICP's sample live-action firm-bid schedule uses 75% due on contract signing and no later than 5 business days before the first shoot day, with the remaining 25% due on approval of dailies, but no later than airing or 30 days from the final invoice, whichever comes first.
Digital production has its own cash-flow pattern. For VFX, animation, and design projects expected to finish within 120 days, AICP guidance uses 75% due on signing and no later than 5 business days after award, with the final 25% due on delivery and no later than 30 days from the final invoice or use of the work. Major live-action specification changes should appear as change-order overages, with AICP guidance treating 75% of the overage as due on execution and before delivery of the elements.
A one-off invoice works for a single shoot, a small edit, or a deposit request tied to an approved bid. It is enough when the production company already has the scope, cost categories, payment schedule, tax decision, and rights language ready. Sales and use tax still needs a state and local review because the United States has no national VAT or GST invoice regime, and service taxability varies by state and service type.
A managed workflow becomes necessary when tracked billable time, expenses, rates, non-billable tasks, approvals, and accounting handoff need to stay connected. Everhour Billing & Invoicing converts tracked billable time and expenses into invoices, calculates amounts from rates while excluding non-billable work, supports client defaults and invoice customization, and exports invoices to QuickBooks Online, Xero, or FreshBooks with invoice status synced back to Everhour.
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 production invoice should reference the signed bid, contract, or purchase order and use line items that match the approved scope. The client should see whether the charge covers a deposit, milestone, final payment, reimbursable production costs, fixed production fee, or approved overage. That connection prevents the invoice from looking disconnected from the commercial terms.
Common production invoice lines include prep crew, shoot crew, talent, locations, art department, equipment rental, media, insurance, editorial, VFX, and music. The exact set should follow the approved bid and contract. Cost-plus-fixed-fee jobs need enough detail to show direct costs and the agreed fee, while firm-bid invoices can stay closer to milestone or payment-schedule lines.
Rights and usage terms should appear when payment affects transfer, license, or client use of the work. AICP guidance states that title or license should not transfer until full payment is made, and production companies should consider requiring full payment before the work is used. The invoice should align with the contract instead of creating new rights language.
Sales and use tax treatment depends on state and local rules, nexus, product or service taxability, and the place of sale. The United States does not use a national VAT or GST invoice regime. California generally taxes retail sales of tangible personal property and only some service or labor charges, while Texas defines 16 broad categories of taxable services.
The biggest mistake is invoicing only after delivery when the production contract requires substantial cash before work begins. Live-action and digital production commonly involve large upfront costs, so deposit and milestone invoices should match the signed payment schedule. Late-payment interest belongs in the contract; AICP guidance uses Prime + 2% as an example for payments more than 30 days late from the contract due date.
Everhour Billing & Invoicing lets teams select uninvoiced billable time and expenses, preview the invoice breakdown, and generate a client invoice without rebuilding timesheets manually. It calculates amounts from rates and billable expenses, excludes non-billable tasks, supports client tax, discount, and payment-term defaults, and exports invoices to QuickBooks Online, Xero, or FreshBooks.
Track approved production time, expenses, rates, and non-billable work in one billing workflow. Everhour converts that record into customizable invoices with accounting export and synced invoice status.
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