Your Invoices Should Be as Polished as Your Portfolio
You didn't become a photographer to spend evenings chasing payments. With Experi, the invoice goes out the moment you deliver the gallery, deposits are tracked automatically, and overdue clients get polite reminders without you writing a single awkward email. You focus on shooting - we handle the getting paid part.
Why Choose Experi?
Get Paid Before They Forget
The moment you deliver the gallery is when your client is most excited - and most likely to pay. Your invoice arrives while they're still browsing their photos, not weeks later when the buzz has worn off.
Look as Professional as Your Photography
Your brand is everything. Your invoices carry your logo, your colours, and your style - so every client touchpoint, from booking to final payment, feels as polished as your portfolio.
Never Wonder Who's Paid and Who Hasn't
Deposits, final balances, and add-on print orders - all tracked in one place. You'll always know exactly what's outstanding and what's been paid, without cross-referencing spreadsheets and bank statements.
End the Awkward Money Conversations
We do the asking so you don't have to. Polite, professional reminders go out automatically when payment is overdue - your client relationship stays intact, and you never have to write that uncomfortable 'just checking in' message.
Sleep Better Knowing Your Cash Flow
No more mental gymnastics trying to remember who owes what. One clear view of every pending deposit, unpaid invoice, and overdue payment - so you can plan your month with confidence.
From job to customer invoice
An invoice workflow for photographers
A wedding photography package combines full-day coverage, an engagement shoot, edited images and an album. Identify the agreed deliverables and usage terms without suggesting that every photography invoice transfers all rights.
Match the booked shoot
Apply the photography template and describe the session and deliverables. Replace example quantities with the number of hours, images or fixed packages agreed with the client.
Separate genuine extras
List additional retouching, travel or prints where they fall outside the package. Save standard sessions as services so future invoices start with consistent descriptions.
Reference the agreement
Add the shoot date and usage-agreement reference to Notes. Review earlier deposit invoices or payments before stating a final balance, then send the customer copy.
Preselected, never automatically applied. Enter your own prices and review the client, dates and tax settings.
Before you invoice: An invoice is not a substitute for a licence agreement. Do not imply unrestricted rights or bill editing twice when it is included in the shoot package.
The tools behind this workflow
Explore the tools behind this workflow. Templates and inventory are free capabilities; document allowances apply. Time tracking, recurring invoices and automated chasing require Pro.
Perfect For
Key Features
Frequently Asked Questions
Should I ask for a deposit before a photography shoot?
Absolutely. Most photographers charge a 25-50% non-refundable deposit (also called a retainer or booking fee) to secure the date. This protects you from last-minute cancellations and covers your preparation time. With Experi, you can send a deposit invoice when the client books, then automatically generate the balance invoice after the shoot.
How do I invoice for travel and equipment costs?
Itemise them as separate line items on your invoice so clients can see exactly what they're paying for. Common items include mileage or fuel costs, studio hire, specialist equipment rental, props, and assistant fees. Experi lets you track expenses per project and include them directly on the invoice.
What payment terms should photographers use?
For deposits, payment is usually due immediately or within 7 days of booking. For final balances, 7-14 days before the event is standard for weddings, or 14-30 days after delivery for commercial work. Always state your payment terms clearly on every invoice - Experi includes them automatically.
How do I chase a wedding client who hasn't paid their final balance?
It's one of the most awkward situations in photography. Rather than sending personal messages, use Experi's automatic payment reminders - they send professional, polite follow-ups on your behalf. If the invoice remains unpaid, you can escalate by adding late payment interest (your legal right under the Late Payment of Commercial Debts Act).
Do I need to charge VAT on photography services?
Only if your taxable turnover exceeds £90,000 per year. Below that threshold, you don't need to register for VAT or charge it. If you are VAT registered, charge 20% on your services and include your VAT number on all invoices. Note that digital image downloads and physical prints may have different VAT treatments.
Should I include image licensing terms on my invoices?
Yes - it's good practice to specify what usage rights are included in the price. For example, 'personal use only' or 'commercial licensing for web and print'. Additional usage rights beyond what's included can be invoiced separately. This protects your intellectual property and avoids disputes.
How do I handle cancellations and refunds?
Include your cancellation policy on quotes and booking confirmations. Most photographers retain the full deposit for cancellations. For cancellations close to the date, you may be entitled to the full fee. With Experi, you can issue credit notes if you need to adjust or partially refund an invoice.
Get Back to the Work You Love
Spend less time on invoicing and more time doing what you're great at.
No credit card required • Start invoicing in under 60 seconds