How to Invoice for Video Production Projects UK
Stop doing thousands of pounds of work before seeing a penny. Here's how to get paid at every milestone, protect yourself from revision scope creep, and keep your cash flow healthy from brief to final delivery.
Video production is complex. A single project can span weeks or months, involve multiple shoot days, hours of editing, colour grading, sound design, and several rounds of client revisions. Your invoicing needs to reflect that complexity — otherwise you end up doing thousands of pounds of work before seeing a penny.
Why Phase-Based Invoicing Matters
The biggest mistake videographers make is invoicing everything at the end. If a corporate video takes 6 weeks from brief to delivery, and you offer 30-day payment terms, you could wait 10+ weeks between starting work and getting paid.
The cash flow trap:
Week 1: Pre-production begins
Week 3: Shoot days
Week 5: Edit complete, client reviews
Week 6: Final delivery & invoice sent
Week 10: Payment received (30-day terms)
= 10 weeks of work before any payment
Phase-based invoicing solves this by billing at each milestone. Your cash flow improves, and the client pays in manageable chunks rather than one large invoice.
The 4 Phases of Video Production Invoicing
Phase 1: Deposit / Pre-Production
Collect 25–50% upfront before any work begins. This covers your pre-production time: scripting, storyboarding, location recce, talent coordination, and equipment booking.
When to invoice: On acceptance of the quote / signing of the contract
Typical amount: 25–50% of total project value
Payment terms: Due immediately or within 7 days
Phase 2: Production (Shoot Days)
For larger projects, invoice after the shoot is complete. This covers your day rate, crew costs, equipment hire, and any on-location expenses.
When to invoice: Within 1–2 days of wrap
Typical amount: 25–30% of total project value
Payment terms: 14 days
Phase 3: Post-Production
This is where most of your time goes: editing, colour grading, sound design, motion graphics, and client revisions. Invoice when the agreed number of revision rounds is complete.
When to invoice: On delivery of the final cut
Typical amount: Remaining balance (20–50%)
Payment terms:14–30 days
Additional: Revisions Beyond Scope
State the number of included revision rounds in your quote (typically 2–3). Any revisions beyond that should be invoiced separately at your hourly editing rate. This prevents endless free revisions and protects your time.
When to invoice: Before starting extra revisions
Typical rate: Your hourly editing rate (e.g. £40–£80/hour)
Payment terms: Due before delivery of revised files
How to Set Your Rates
Day rates (shoot days)
Most videographers charge £300–£800 per shoot day depending on experience and market. A “day” is typically 8–10 hours.
Include overtime rates for anything beyond the agreed hours.
Hourly rates (editing)
Editing is typically billed hourly at £30–£75/hour, or as a flat fee based on estimated edit time.
Track your time accurately — it protects you and justifies the cost to clients.
Per-project pricing
For smaller projects (social content, testimonials), a flat fee is simpler. Calculate it based on estimated shoot + edit time plus expenses.
Always build in a buffer for unexpected revisions.
Licensing & usage fees
Charge separately for extended usage rights — broadcast, national campaigns, or multi-year licensing should cost more than a one-off web video.
Specify usage scope clearly on the invoice.
What to Include on a Video Production Invoice
Line item examples:
| Description | Qty | Rate | Total |
|---|---|---|---|
| Shoot day (camera operator + equipment) | 2 | £500 | £1,000 |
| Editing & post-production | 16 hrs | £50/hr | £800 |
| Colour grading | 4 hrs | £60/hr | £240 |
| Licensed music track | 1 | £35 | £35 |
| Travel expenses (mileage) | 120 miles | £0.45 | £54 |
| Drone operation (CAA licensed) | 1 | £200 | £200 |
| Total | £2,329 | ||
Chasing Production Companies & Corporate Clients
Production companies and corporate clients are often slow payers. Their accounts departments process invoices on cycles, and freelancers are rarely prioritised. Here's how to protect yourself:
- • Agree payment terms in writing before the project starts
- • Invoice immediately on delivery — don't wait for them to ask
- • Use automatic reminders to follow up on the due date
- • Include a purchase order number if one has been provided
- • Reference the Late Payment Act if payment is overdue beyond terms
With Experi's automatic payment reminders, overdue invoices are chased for you — professionally and on schedule — so you can focus on your next project instead of writing awkward follow-up emails.
Spend Your Time in the Edit Suite, Not Chasing Payments
Every hour you spend on invoicing admin is an hour you're not colour grading, sound mixing, or winning your next project. Get paid faster so you can get back to making great films.
- ✓ Get paid at every production milestone
- ✓ Never lose track of billable editing hours
- ✓ Equipment, travel & crew costs always accounted for
- ✓ Overdue clients reminded automatically — no awkward emails
- ✓ Invoices as polished as your final deliverable
VAT for Videographers
If your taxable turnover exceeds £90,000 per year, you must register for VAT and charge 20% on your services. Below that threshold, registration is voluntary.
If you do register, you can reclaim VAT on business expenses like equipment purchases, software subscriptions, and travel costs. Use our free VAT calculator to check amounts.
Related resources
Freelance Photographer's Guide to Getting Paid
End-to-end invoicing guide for photographers.
Stop Chasing Clients: Payment Automation for Creatives
Get paid without damaging the relationships you depend on.
Invoicing Software for Videographers
See how Experi is built for video production.
Freelance Hourly Rate Calculator
Work out your ideal day rate and hourly rate.
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