Everhour turns tracked edit time and expenses into invoices, while video editors need clear deliverable and overage detail.
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Use this page when you need to bill a client for editing work tied to a commercial, social cutdown package, YouTube episode, internal training video, or post-production project. The invoice should identify the client, project, invoice date, invoice number, payment terms, deliverables, booked time or fixed fees, approved outside costs, and the total due.
For video editors, the most useful invoice starts from the approved bid or estimate. List the deliverable set in plain terms, such as one 60-second master, three 15-second cutdowns, captions, and two aspect ratios. If the job was hourly, show the edit days or hours actually incurred, subject to any booked-time minimum in the agreement.
Post-production billing commonly follows either a firm-bid model or a cost-plus-expenses model. A firm bid usually invoices the agreed fees, markup, outside costs, hours actually incurred but not less than booked time, and approved overages. A cost-plus-expenses invoice actualizes the job from actual hours, actual outside costs incurred or committed, markup, and approved specification-change overages.
A practical invoice line can read: "Offline edit, 3 booked days, campaign launch cut, $1,800." A separate line can show "Licensed stock footage, approved outside cost, $240." Keep client-facing descriptions tied to the scope the buyer approved. Internal project bins, edit files, working files, tools, methods, workflows, and other intermediate materials are not included unless the client specifically paid for them.
Video edit invoices create disputes when they bury scope changes inside a final total. Treat overages as their own line items when the client approves a change to specifications, schedule, scope, or deliverables. A revision round added after picture lock, an extra aspect ratio, or a rush delivery request belongs on the invoice only when the approval trail supports the charge.
Payment terms should match the written agreement or purchase order. AICP post-production guidance describes a common 75% before work and 25% on delivery payment plan, with each company negotiating its own terms. Its guidance also says subsequent invoices should be paid no later than 30 days after the invoice date unless other terms are agreed in advance.
A one-off template works for a simple project with one client, one invoice, and a clear fixed fee. It is enough when you can enter the project name, deliverables, payment terms, tax treatment, and expenses once, then send a PDF and file it with the job records.
A managed workflow matters when edit time, revisions, producer requests, pass-through costs, and approved overages feed several invoices. Everhour Billing & Invoicing converts tracked billable time and expenses into invoices, calculates amounts from rates, excludes non-billable tasks, supports client defaults, 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 editor invoice should include the editor or company name, client name, invoice date, invoice number, project reference, deliverables, line items, rates or fixed fees, outside costs, discounts if used, tax line if applicable, payment terms, due date, and payment instructions. For bid-based work, the invoice should match the approved project specifications.
Video editors commonly invoice by fixed project fee, booked day, hourly time, or a cost-plus-expenses structure. The right format follows the estimate the client approved. A fixed campaign edit can use milestone or delivery billing, while open-ended revision support is cleaner with tracked hours and a stated hourly or day rate.
Revisions should appear under the original scope when they are included in the agreement. Extra revision rounds, rush changes, added formats, or new deliverables should appear as separate approved overage lines. That separation shows the client which work came from the original bid and which work came from later specification changes.
The United States does not use a national VAT or GST invoice regime. State and local sales and use tax rules control whether a video editing service, digital deliverable, tangible media transfer, or related charge is taxable. Service taxability varies by state and service type, so the invoice tax line should follow the applicable state and local rules.
A cancellation fee belongs on the invoice only when the contract, bid terms, or purchase order supports it. AICP post-production guidance gives one industry example: 100% for cancellations during or 1-5 business days before the start date, 50% for 6-10 business days, and 25% for more than 10 business days, plus incurred or committed outside costs.
Everhour Billing & Invoicing converts tracked billable time and expenses into client invoices. It calculates invoice amounts from rates, time, and billable expenses, excludes non-billable tasks, supports client defaults for taxes, discounts, and payment terms, and exports invoices to QuickBooks Online, Xero, or FreshBooks.
Everhour lets invoice data be grouped into line items by project, task, person, date, or another available breakdown. A video editor can separate offline edit, color review, captioning, and pass-through expenses so the client sees the same structure used during production.
Track billable edit time, approved expenses, and client terms in Everhour, then generate invoices that match the project record and keep billing connected to accounting.
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