Mastering Photography Invoicing: A Step-by-Step Guide

Money, is it really the root of all evil? While it may not be evil, it's undeniably a crucial part of our everyday lives. For photographers, discussing and collecting payments from clients can be particularly challenging. If you, like many others, would prefer never having to talk about money with your clients, this guide is for you. This week, we'll cover the basics of invoicing for photographers, or simply put, Invoicing 101.

So, you’re ready to start creating invoices, but where do you begin? Let’s break it down into some quick and simple steps to make creating, sending, and collecting payments on invoices easy and painless.

Use an Online Invoicing Service

Using an online invoicing service such as ShootQ will elevate your business. You can create and send invoices efficiently while keeping track of your finances. Online invoicing saves you time and money by enabling you to send invoices and accept payments online. It also adds a professional touch to your invoices, making you appear more reliable to your clients.

Include All Important Information on Your Invoice

Missed payments often result from a lack of clear information. Ever expect a payment only to find out the client hasn’t paid because they didn’t realize it was due or they were missing some information? Make sure due dates are clearly visible and that your invoices are set up to accept online payments if you offer that option. If there is a payment schedule, list it clearly for the client. Many of these details should also be in your session contracts.

Be Consistent

Consistency is a hallmark of professional photographers. Ensure all your invoice templates are consistent with your brand. Every invoice should include your logo, your client's information, and your studio information. With ShootQ, you can do this seamlessly, as it takes the guesswork out of your invoice templates, generating professional and aesthetically pleasing invoices for your clients. ShootQ also creates invoice numbers for you, making it easy to find and sort your invoices.

By using an online invoice service, you can send out invoices in a timely and consistent manner, which is crucial for receiving timely payments. Sending invoices quickly portrays professionalism and ensures payments are made on time. With busy seasons, it's important to stay on top of your invoicing, and ShootQ helps streamline this process by integrating invoice sending into your workflows.

Accept Electronic Payments

While checks and cash are still viable payment methods, electronic payments are the future. They make it easy for clients to pay their invoices on time. ShootQ integrates with multiple payment processors, making it convenient for clients to pay their invoices. Our preferred payment processor is Square, which allows you to get paid fast, with funds appearing in your account as soon as the next business day.

Prices and Tax

Prices and tax might seem obvious, but they are often overlooked. Do you know the tax laws in your state? Use your invoice templates to ensure taxes are charged on all applicable services. Have a set of defined charges? Create invoice products for each line item so clients know exactly what they’re being charged for. No one likes surprises, especially when it comes to money.

Notes

Do you have any additional information your client might need that isn’t already included on the invoice? Adding a notes field is a great way to provide additional information or personalize the invoice. The notes section is also a great place to include information on late fees or any additional charges that may apply.

By following these steps and using ShootQ, you can make the invoicing process smoother and more efficient, allowing you to focus more on your photography and less on financial logistics.

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ShootQ Migration FAQs

By Maria Eveslage • February 10, 2025

What’s Changing? The technology behind our legacy platform has reliably supported our users for many years. However, maintaining and updating this older system has become increasingly challenging, and its limitations have prevented us from delivering the best possible user experience. Therefore, we have decided to transition all users to our more modern and robust platform, which has already been successfully serving thousands of photographers for the past five years. This change is a step forward in our commitment to providing superior tools and services that meet the evolving needs of professional photographers. Why This Change Is Happening Our new platform leverages modern technology that resolves the issues encountered with the old system. It introduces powerful features designed to streamline the management of client relationships. Expect a faster, more stable, and comprehensive system to support your business growth. What is being migrated? To ensure a seamless transition, we will migrate the following items: Jobs Invoices Contacts Contracts Proposals Email Templates Contract Templates Contact Form Templates Product & Services Templates Workflow Templates What will not be migrated? Certain elements will not be carried over to the new system: Client Portals Job Notes In-Progress Workflows (workflow templates will be migrated) Payment Schedule Templates Discount Templates Tax Templates Referrals set in existing jobs Transition to the New System As the legacy system is phased out, here are steps to help you adjust: Disable Legacy Settings: To avoid confusion, disable any unnecessary settings in the legacy system, such as invoice reminders by navigating to Settings > Invoices & Payments > Invoice Settings and unchecking "Send automatic email reminders for unpaid invoices." Complete the New Setup Guide: Utilize the Setup Guide in the new system found under Settings > Onboarding Setup Guide to fully adapt to the new functionalities. Updates on Integrations We are thrilled to share some exciting enhancements that are on the horizon for our new platform. In response to feedback and the evolving needs of our community, we will be implementing integrations with QuickBooks and ProSelect in the near future. These updates are designed to streamline your financial management and client interactions, enhancing your overall workflow efficiency. Stay tuned for these valuable additions that will further empower your photography business. Multiple Brands Additionally, we are excited to announce that support for managing multiple brands is now available, providing you with the flexibility to handle various aspects of your business from a single account. These integrations and features are designed to enrich your experience by streamlining financial management and client interactions, making your workflow smoother and more efficient. Stay tuned for these exciting updates that will further empower your photography business. Further Assistance For a smoother transition, visit our YouTube Tutorial Series and consult the Getting Started Knowledge Base . Our support team is also ready to assist you every step of the way. What If I’m Not Using My Account Anymore? If your account has been inactive for more than 12 months, your account will not be migrated. If you wish to have your account migrated, you will simply need to login to your account before March 3, 2025. Final Migration Notice This migration is essential for enhancing your photography business operations. We are committed to supporting you through this transition and ensuring a smooth and effective upgrade to our new platform.

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