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Deposit and balance invoices for photographers
Hold the date with a deposit invoice. Months later, send the balance invoice with the deposit shown as paid. Free PDFs, no sign-up.
For wedding, portrait and event photographers who take a booking deposit (some call it a retainer) to hold the date, and invoice the rest closer to the day.
A worked example
You book a wedding for $3,200. In March the couple pays a 25% deposit of $800 to hold the date. The $2,400 balance is due in September, two weeks before the wedding.
1. Deposit invoice, to hold the date
- Booking deposit to hold the wedding date1 × 800.00
- Subtotal
- USD 800.00
- Total due
- USD 800.00
2. Balance invoice, before the wedding
- Wedding day coverage, 8 hours1 × 2,600.00
- Second shooter, per hour6 × 75.00
- Online gallery of edited photos1 × 150.00
- Subtotal
- USD 3,200.00
- Total
- USD 3,200.00
- Amount paid
- USD 800.00
- Balance due
- USD 2,400.00
Booking deposits and retainers
A booking deposit holds the date: once it’s paid, you turn away other inquiries for that day. That’s why it is usually paid when the client books, often months ahead. Say in your contract whether it is refundable.
Ask for the balance before the day rather than after you deliver the photos, so you aren’t chasing it once the gallery is out. Put the date the balance is due in “Due date”, for example two weeks before the wedding.
If the couple adds hours or a second shooter later, add each one to the balance invoice as its own line.
In “Payment terms”, give the rule as well as the date, such as “Balance due 14 days before the wedding”. A clear date helps the couple set the money aside in time.
Is a retainer the same as a deposit?
People use both words for the payment that holds the date. What matters is what your contract says it is for, and whether it comes back if the couple cancels.
When should I send the balance invoice?
Any time that works, as long as the couple has time to pay before it’s due. Some photographers send it a month or two ahead, with “Due date” set to the deadline.
How to do it
- Fill in your details. Open the free invoice page and press “Clear sample text”, so the example details don’t print. Then fill in “Your business name” and “Client name”. Leave “Currency” as USD: the form starts with it. “How to pay” is optional: add your bank details there. Tick “Remember my details on this device” and press “Save this client”, so both are ready next time on this device.
- Invoice the deposit to hold the date. Under “Line items”, add one row for the deposit: Description “Booking deposit to hold the wedding date”, Qty 1, Unit price 800.00. Open “Saved on this device” below the form and tick “Keep a list of the invoices I make here”. Then download the PDF.
- Invoice the rest before the wedding. Once the deposit is paid, press “Mark paid” on it in “Saved on this device”, then “Invoice the balance”: it fills in the client’s name, the amount already paid and the reference. Add the whole job’s lines and download.
Good to know
- The deposit and the balance can be months apart. Keep the deposit invoice’s PDF: its number goes in “Reference” on the balance invoice.
- You send the PDF to your client yourself: by email, text, WhatsApp or printed.
- Nothing you type is stored on our servers. Details you choose to remember stay in this browser only.
- Free: up to 5 invoices an hour and 20 a day, per network.