Everhour turns tracked billable time and expenses into invoices, while video production billing still depends on clear bid and contract terms.
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Use the invoice to turn an approved bid, purchase order, or contract into a payment request the client can approve without back-and-forth. A video production invoice commonly references the project title, production company, client, invoice date and number, payment terms, remittance details, and the specific phase being billed, such as signing, shoot prep, delivery, or final post-production.
Tie each invoice to the commercial agreement. A firm-bid job usually bills against the accepted contract price unless specifications change. A cost-plus-fixed-fee job usually bills actual direct costs plus the agreed fixed fee. For a commercial shoot, the invoice can show the first 75% due on contract signing and no later than 5 business days before the first shoot day when the contract uses that AICP-style schedule.
A production invoice needs enough detail to connect the charge to the approved scope. Useful line-item groups include prep crew, shoot crew, talent, locations, art department, equipment rental, media, insurance, editorial, VFX, music, and other post-production costs. A single vague line such as "video production services" slows approval when the buyer needs to match the invoice against a bid or PO.
Use the billing model to choose the level of detail. A firm-bid invoice can group charges by agreed phase, such as "Principal photography, 75% deposit." A cost-plus-fixed-fee invoice needs clearer cost categories and backup because the client pays actual direct costs plus the fixed fee. Keep non-billable internal work out of the client-facing total unless the contract allows it.
Video production creates large costs before the client sees final work, so invoice timing matters. AICP live-action guidance includes a sample 75-25 structure, with 75% due at contract signing and the remaining 25% due on dailies approval, no later than airing or 30 days from the final invoice, whichever comes first. Digital production under 120 days can also use a 75-25 structure tied to signing and delivery.
Major scope changes should appear as change-order billing, not as unexplained overages. AICP guidance treats major specification changes in live-action work as a contract addendum, with 75% of the overage due on execution and before delivery of the added elements. State the revised scope, added cost, due date, and any contract-defined late-payment interest, such as Prime plus 2% if that is the agreed term.
A free invoice tool is enough for a single production invoice when the bid is final, the scope is simple, and you only need a clean document to send. It also works for a one-person videographer billing a fixed project, deposit, or final delivery payment with no team time to reconcile.
A managed workflow becomes necessary when tracked billable time, expenses, rates, and non-billable tasks need to feed the invoice. Everhour Billing & Invoicing converts uninvoiced time and billable expenses into client invoices, calculates amounts from project or member rates, excludes non-billable work, marks invoiced time to prevent reuse, and exports invoices to QuickBooks Online, Xero, or FreshBooks.
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 identify the production company, client, project, invoice date and number, contract or PO reference, payment terms, remittance details, and the billed phase or scope. Line items commonly follow the bid structure, such as crew, talent, locations, equipment, insurance, editorial, VFX, music, expenses, and production fee.
The billing model decides the structure. A firm-bid invoice follows the accepted bid price unless specifications change. A cost-plus-fixed-fee invoice should connect to actual direct costs plus the agreed fee, with enough category detail for the client to review the charge against the contract.
Yes. AICP live-action guidance includes a sample 75-25 plan where the first 75% payment is due on contract signing and no later than 5 business days before the first shoot day. The production company can use a different ratio when the contract sets different risk, scope, or cash-flow terms.
Change-order overages should appear as separate invoice lines or a separate invoice tied to the contract addendum. The line should name the changed specification, added production element, approved overage amount, and due date. For major live-action specification changes, AICP guidance treats 75% of the overage as due on execution and before delivery of the added elements.
No. The United States does not use a national VAT or GST invoice regime. State and local sales and use tax rules control whether tax applies, and service taxability varies by state and service type. A seller that makes taxable sales may need state-level sales-tax registration, not a United States VAT or GST number.
Everhour Billing & Invoicing lets teams select uninvoiced billable time and expenses, preview the breakdown, and generate an invoice from project or member rates. It excludes non-billable work, marks included time as invoiced, and can export invoices to QuickBooks Online, Xero, or FreshBooks with status details synced back.
Everhour separates cost rates from client-facing billable rates, with default per-person rates and per-project overrides. Production teams can price work by project, member, or custom task rate, then keep rate changes dated so older reports preserve the rate that applied when the work was performed.
Convert approved production time and billable expenses into invoices without rebuilding totals by hand. Everhour connects billing, invoice status, and accounting exports for cleaner video production billing.
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