How do you invoice media production contracts?

1 Define your scope

Before you start any media production project, you need to have a clear and written agreement with your client about the scope of work, the deliverables, the timeline, and the payment terms. This will help you avoid misunderstandings, scope creep, and disputes later on. You can use a contract template or create your own, but make sure it covers all the relevant aspects of your project and that both parties sign it.

2 Track your time and expenses

As you work on your media production project, you should keep track of your time and expenses. This will help you invoice accurately and justify your charges to your client. You can use a time tracking app, a spreadsheet, or a notebook to record your hours and tasks. You should also keep receipts and invoices for any expenses you incur, such as equipment rental, travel, or software licenses. You may want to include these expenses in your invoice or bill them separately, depending on your agreement with your client.

3 Choose your invoice format

There are many ways to format your invoice, depending on your preferences and your client's requirements. You can use an online invoicing tool, a word processor, or a spreadsheet to create your invoice. You can also use a professional invoice template or design your own. Whichever format you choose, make sure it is clear, consistent, and easy to read. You should also include your logo, contact information, and payment details.

4 Itemize your services

One of the most important parts of your invoice is the breakdown of your services. You should list each service you provided, the quantity or duration, the rate or price, and the total amount. You should also indicate if the service is taxable or not. You should group similar services together and use subtotals and headings to organize your invoice. You should also use descriptive and specific terms to describe your services, such as "video editing", "voice-over recording", or "graphic design".

5 Add terms and conditions

Another essential part of your invoice is the terms and conditions section. This is where you specify the payment terms, the due date, the late fees, the cancellation policy, and any other relevant information. You should make sure your terms and conditions are clear, concise, and aligned with your contract. You should also use polite and professional language to remind your client of their obligations and expectations.

6 Send and follow up

Once you have created your invoice, you should send it to your client as soon as possible. You can send it by email, mail, or online platform, depending on your client's preference. You should also include a friendly and courteous message that thanks your client for their business and invites them to contact you if they have any questions or concerns. You should also follow up with your client regularly until you receive the payment. You can use automated reminders, phone calls, or emails to check the status of your invoice and encourage prompt payment.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?