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Creating Invoices

Quick Reference​

Most invoices are created automatically from payment schedules, but sometimes you need to create a custom invoice for charges outside the original quote. This guide covers manual invoice creation step-by-step.

When to Create Manual Invoices:

  • Extra hours or overtime
  • Travel fees for location changes
  • Rush delivery charges
  • Add-on products (albums, prints)
  • Replacement fees (lost equipment, damages)
  • Custom payment arrangements

Invoice Creation Steps:

  1. Open the job
  2. Click "Add Invoice"
  3. Enter amount and description
  4. Set due date
  5. Review and send to client

Next Steps: After creating an invoice, you'll want to track payment status using the payment tracking tools.

Detailed Guide​

Understanding Automatic vs. Manual Invoices​

Before we dive into creating invoices manually, it's important to understand when ShootPath creates them automatically and when you need to step in:

Automatic Invoices​

Created by: Payment schedule on quote/package

When: Immediately when quote is accepted and converted to job

Examples:

  • Deposit invoice (from 50/50 payment schedule)
  • Balance invoice (from 50/50 payment schedule)
  • Installment invoices 1, 2, 3 (from multi-payment schedule)

You don't need to do anything - these are created automatically based on the payment schedule configuration.

Manual Invoices​

Created by: You, as needed

When: Any time during the job lifecycle

Examples:

  • Extra hours charge (session went overtime)
  • Travel fee (location changed after booking)
  • Rush delivery fee (client needs gallery in 1 week)
  • Product add-on (client wants album not in original package)
  • Damage fee (client lost or broke equipment)
  • Custom payment (splitting a large balance into smaller payments)

You create these yourself when charges arise that weren't in the original quote.

When to Create Manual Invoices​

Let's explore common scenarios where manual invoices are necessary:

Scenario 1: Session Goes Over Time​

Situation: You booked a 2-hour portrait session. The family is having a great time, and you end up shooting for 3.5 hours. Your contract states additional hours are $200/hour.

What you charge:

  • 1.5 extra hours × $200/hour = $300

Create invoice:

  • Amount: $300
  • Description: "Additional 1.5 Hours - Extended Portrait Session"
  • Due date: 7 days from session date

Best practice: Discuss overtime charges before leaving the session! "Hey, we've gone over time which was great for capturing more moments. I'll send an invoice for the extra 1.5 hours per our contract - $300. You can pay when the gallery is ready!"

Scenario 2: Location Changes​

Situation: Client originally booked a session at a park 15 miles away. Two weeks before the session, they ask to move it to a beach 80 miles away. Your contract includes travel fees for distances over 30 miles.

What you charge:

  • 80 miles - 30 miles (included) = 50 miles
  • 50 miles × $1/mile = $50 OR flat travel fee of $100 (your policy)

Create invoice:

  • Amount: $100
  • Description: "Additional Travel Fee - Beach Location (80 miles)"
  • Due date: Due before session (session is 2 weeks away, so due in 10 days)

Communication: "Absolutely, we can move the session to the beach! Since it's 80 miles away, there's a $100 travel fee per our contract. I'll send the invoice now - just pay before the session and we're all set!"

Scenario 3: Rush Delivery Request​

Situation: Your standard turnaround is 4 weeks. Client emails 2 days after the wedding: "Can I get the gallery in 1 week? I'm presenting photos at an event!"

Your contract states rush delivery (under 2 weeks) is $500.

What you charge:

  • Rush delivery fee: $500

Create invoice:

  • Amount: $500
  • Description: "Rush Delivery Fee - 1-Week Gallery Turnaround"
  • Due date: Before you deliver the gallery (5 days from now)

Communication: "I can make that work! Rush delivery (under 2 weeks) is $500 as outlined in our contract. Once the invoice is paid, I'll prioritize your gallery and have it ready by [date]!"

Scenario 4: Add-On Product​

Situation: Client receives their portrait gallery and loves the photos. They ask: "Can I get a 10x10 photo album with 20 spreads?"

Your packages don't include albums, but you offer them as add-ons for $400.

What you charge:

  • 10x10 album: $400

Create invoice:

  • Amount: $400
  • Description: "10x10 Photo Album - 20 Spreads"
  • Due date: Before you order the album (immediate or NET 7)

Communication: "Yes! I can create a beautiful 10x10 album with your favorite photos. The cost is $400 and it'll take about 3 weeks to produce once you approve the design. I'll send the invoice now!"

Scenario 5: Equipment Damage or Loss​

Situation: At a chaotic wedding reception, a guest trips over your camera bag and breaks a $1,200 lens. Your contract states clients are liable for lost or damaged equipment.

What you charge:

  • Lens replacement: $1,200 OR deductible cost (if insurance covers some)

Create invoice:

  • Amount: $1,200
  • Description: "Equipment Replacement - Damaged Lens at Reception"
  • Due date: NET 30 (give them time since this is unexpected)

Communication: "Unfortunately, a guest tripped over my camera bag during the reception and damaged one of my lenses. The replacement cost is $1,200. Per our contract, this is the client's responsibility. I understand this is unexpected, so I've set the due date for 30 days. Let me know if you have any questions."

Note: This is rare and awkward. Most photographers just eat the cost and claim it with insurance rather than charging clients. Use your judgment!

Scenario 6: Custom Payment Arrangement​

Situation: Client has a $3,000 balance due in 2 weeks but calls and says: "I can't afford $3,000 right now. Can I pay $1,500 now and $1,500 in 30 days?"

You agree to help them out.

What you do:

  1. Void/cancel the original $3,000 balance invoice
  2. Create two new invoices:
    • Invoice 1: $1,500 due immediately
    • Invoice 2: $1,500 due in 30 days

Communication: "I understand! I've split the balance into two payments: $1,500 now and $1,500 in 30 days. I'll send both invoices - you can pay the first one today and the second one will be due on [date]."

Contract note: Make sure your contract allows payment plan modifications, or create an addendum for this arrangement!

Step-by-Step: Creating a Manual Invoice​

Here's how to create an invoice in ShootPath:

Step 1: Navigate to the Job​

  1. Go to Jobs dashboard
  2. Find the relevant job
  3. Click to open job details

Why start from the job? Invoices are always tied to a specific job. You can't create a "standalone" invoice - it must be associated with a booking.

Step 2: Open Invoice Section​

Look for the "Invoices" or "Payments" section in the job details.

You'll see:

  • Existing invoices (from payment schedule)
  • Payment status (what's been paid, what's outstanding)
  • "Add Invoice" or "Create Invoice" button

Click "Add Invoice"

Step 3: Enter Invoice Details​

You'll see a form with these fields:

Amount*

  • Enter the dollar amount (e.g., $300)
  • Don't include dollar sign or commas (system adds those)
  • Be precise: $300.00 not $300-ish

Description*

  • What is this charge for?
  • Be specific and professional
  • Good: "Additional 2 Hours - Session Extension"
  • Bad: "Extra stuff"

Due Date*

  • When should the client pay?
  • Choose a specific calendar date
  • Consider: Immediate? 7 days? Before delivery?

Notes (optional)

  • Internal notes for your records
  • Client doesn't see these
  • Example: "Discussed with client on 1/15 - they agreed to overtime charge"

Send Immediately?

  • Yes: Invoice email sent to client right away
  • No: Invoice created but you'll send it manually later

**Required fields are marked with ***

Step 4: Review Invoice Preview​

Before saving, review what the client will see:

Invoice shows:

  • Job name and details
  • Invoice amount and due date
  • Description of the charge
  • Payment link
  • Your business info

Double-check:

  • Is the amount correct?
  • Is the description clear?
  • Is the due date appropriate?
  • Does it reference your contract/agreement?

Step 5: Save and Send​

Click "Create Invoice" or "Save and Send"

What happens next:

  1. Invoice created and added to job
  2. Invoice email sent to client (if you chose "send immediately")
  3. Invoice appears in your invoice dashboard
  4. You receive confirmation notification
  5. Client receives email with payment link

Client receives email like:

Hi Sarah,

You have a new invoice for Portrait Session.

Description: Additional 1.5 Hours - Extended Session
Amount: $300.00
Due: January 22, 2026

[View Invoice and Pay]

Questions? Reply to this email!

[Your Business Name]

Invoice Fields Explained​

Let's dive deeper into each field and best practices:

Amount Field​

What to enter:

  • Exact dollar amount as a number
  • Examples: 500, 1250.50, 75

Don't enter:

  • Dollar signs: $500
  • Commas: 1,250
  • Words: five hundred dollars
  • Ranges: $500-600

Decimal precision:

  • Use .00 for whole dollars: 500.00
  • Use .50 for fifty cents: 150.50
  • System rounds to 2 decimals

Negative amounts: If you need to issue a credit or refund, some systems allow negative invoices:

  • Enter: -100
  • Means: $100 credit applied to client's account

Best practice: Round to nearest dollar unless you have specific cents (e.g., sales tax). $300 is cleaner than $297.43.

Description Field​

What to include:

  • What the charge is for
  • Quantity if applicable (hours, items, etc.)
  • Date or event reference

Good descriptions: ✅ "Additional 2 Hours - Session Extension" ✅ "Rush Delivery Fee - 1-Week Turnaround" ✅ "Travel Fee - Mountain Location (100 miles)" ✅ "10x10 Photo Album - 20 Spreads"

Bad descriptions: ❌ "Payment" ❌ "Extra charge" ❌ "Stuff" ❌ (blank)

Pro tips:

  • Reference the contract clause if relevant: "Additional hours per Section 3.2 of contract"
  • Include date for clarity: "Overtime charge from 1/15/26 session"
  • Be professional but friendly: "Additional album - such a great choice!"

Due Date Field​

How to set it:

  • Choose a specific calendar date (not "in 7 days")
  • Consider: When do you need payment? When is fair for client?

Common due date patterns:

Immediate charges:

  • Due: Same day invoice is sent
  • Use for: Small amounts, urgent needs
  • Example: $50 print order

NET 7 (due in 7 days):

  • Due: 7 days from invoice date
  • Use for: Standard charges, no urgency
  • Example: $300 overtime charge

NET 30 (due in 30 days):

  • Due: 30 days from invoice date
  • Use for: Large unexpected charges, commercial clients
  • Example: $1,000 add-on package

Before delivery:

  • Due: Specific date before you deliver gallery/product
  • Use for: Maintaining leverage
  • Example: Rush fee due before gallery release

Before session:

  • Due: Date before the session/event
  • Use for: Charges that must be paid before you show up
  • Example: Travel fee due 3 days before session

Best practice:

  • Give clients reasonable time to pay (not 24 hours for $500!)
  • Balance "I need this paid" with "be fair to the client"
  • For surprise charges, be generous (NET 14-30)
  • For agreed-upon charges, be firm (NET 7)

Notes Field (Internal)​

What to include:

  • Context for why this invoice exists
  • Record of client conversation
  • Contractual justification
  • Anything you need to remember

Examples:

  • "Client requested location change from park to beach on 1/10. Travel policy in Section 4 of contract applies."
  • "Session went overtime - discussed with client at end of session, they agreed to charge."
  • "Rush delivery requested via email on 1/15. Contract Section 5.3 allows $500 rush fee."

Why this matters:

  • Helps you remember context months later
  • Useful if client disputes the charge
  • Good for your bookkeeping records
  • Protects you if there's confusion

Clients don't see internal notes - these are for your eyes only!

Pricing Custom Invoice Amounts​

How do you decide what to charge for custom invoices?

Refer to Your Contract​

Your contract should outline fees for common scenarios:

  • Overtime: "$200/hour for additional hours"
  • Travel: "$1/mile over 30 miles or $100 flat fee"
  • Rush delivery: "$500 for turnaround under 2 weeks"
  • Equipment damage: "Client liable for replacement cost"

If it's in the contract, charge the stated amount. Don't discount or negotiate - you agreed on these terms!

If it's NOT in the contract: You're negotiating in the moment. Consider:

  • Market rate for similar services
  • Your hourly value
  • Client relationship (first-time vs. repeat)
  • How much work it creates for you

Common Pricing Guidelines​

Overtime/Additional Hours:

  • Charge your hourly rate (typically $150-$300/hour for photographers)
  • Round to nearest half hour (2 hours 15 minutes = 2.5 hours)

Travel Fees:

  • $1-2 per mile over your included radius OR
  • $100-200 flat fee for "far" locations (50-100 miles)

Rush Delivery:

  • $200-500 for 1-week turnaround (vs. normal 4 weeks)
  • Higher for tighter deadlines (next day = $1,000+)

Albums/Products:

  • Your cost + markup (50-100%)
  • Example: Album costs you $200, charge $300-400

Equipment Damage:

  • Actual replacement cost
  • OR insurance deductible if you file claim

Pro tip: When pricing custom charges, err on the side of fairness. A happy client who pays $250 instead of $300 is better than an angry client who pays $300 and leaves a bad review!

Invoice Customization Options​

Depending on your ShootPath setup, you may have additional options when creating invoices:

Tax Settings​

Add sales tax?

  • Some jurisdictions require sales tax on photography services
  • ShootPath can calculate tax automatically based on your settings
  • Example: $500 invoice + 8% tax = $540 total

When to add tax:

  • Check your state/country laws (varies widely!)
  • Common in some US states (not all)
  • Usually NOT required for creative services in many places

Best practice: Consult with an accountant to understand your tax obligations!

Discounts​

Apply discount to invoice?

  • Percentage off: 10% discount = $500 becomes $450
  • Fixed amount off: $50 discount = $500 becomes $450

When to use:

  • Apologizing for a mistake or issue
  • Thanking a referral source
  • Promotional offer

Example: "I'm so sorry about the confusion with your session date! I've applied a $100 discount to the album invoice as an apology."

Payment Methods Accepted​

Options might include:

  • Credit/debit card via Stripe (default)
  • Bank transfer/ACH
  • Cash
  • Check
  • Venmo/Zelle (recorded manually)

Most photographers: Accept all methods but primarily push credit card (easy to track, automatic receipts)

Recurring Invoices (Uncommon for Photography)​

Some systems allow recurring invoices:

  • Charge $100/month for 10 months
  • Useful for long-term payment plans

Rarely used in photography - most schedules are fixed (deposit + balance), not monthly subscriptions.

Sending and Resending Invoices​

After creating an invoice, you have several options for getting it to the client:

When you create the invoice, choose "Send immediately"

What happens:

  • Invoice email sent as soon as you click "Save"
  • Client receives it within seconds
  • Payment link is active immediately

Best for: Most situations - just send it right away!

Option 2: Save as Draft, Send Later​

Create the invoice but don't send yet

Why delay?

  • You want to discuss the charge with the client first
  • You're creating multiple invoices and want to send together
  • You want to review with a partner before sending

How to send later:

  1. Find invoice in job or dashboard
  2. Click "Send Invoice"
  3. Email sent to client

Every invoice has a unique payment link

Use cases:

  • Client says "I didn't get the email"
  • You want to text the link
  • You want to include it in a custom message

How to get the link:

  1. Open invoice details
  2. Click "Copy Payment Link"
  3. Paste link in text/email/DM

Pro tip: ShortURL the link if sending via text! Long URLs look suspicious.

Resending Invoices​

If client didn't receive or lost the email:

  1. Open the invoice
  2. Click "Resend Invoice"
  3. Client receives a fresh email

When to resend:

  • Client says "I can't find the email"
  • Invoice is due soon and hasn't been paid
  • As a friendly reminder

Automatic reminders: ShootPath can send automatic reminders:

  • 7 days before due date: "Payment due soon"
  • On due date: "Payment due today"
  • 3 days after due date: "Payment overdue"

Enable these in Settings > Notifications!

Invoice Templates (Optional)​

Some photographers create invoice templates for common charges:

Template 1: Overtime Charge

  • Description: "Additional Hours - Session Extension"
  • Amount: (calculated per hours)
  • Due: NET 7

Template 2: Travel Fee

  • Description: "Travel Fee - [Location] ([Distance] miles)"
  • Amount: (calculated per miles)
  • Due: Before session

Template 3: Rush Delivery

  • Description: "Rush Delivery Fee - [Timeframe]"
  • Amount: $500
  • Due: Before delivery

How templates help:

  • Consistent descriptions across invoices
  • Faster invoice creation (pre-fill fields)
  • Reduces typos and errors

Not required! But helpful if you create the same types of custom invoices frequently.

Common Invoice Creation Mistakes​

Mistake 1: Vague Descriptions​

Wrong: "Extra charge" Right: "Additional 1.5 hours - session extension per contract Section 3"

Why it matters: Clients need to know what they're paying for. Vague descriptions lead to confusion and disputes.

Mistake 2: Unrealistic Due Dates​

Wrong: $800 invoice due tomorrow Right: $800 invoice due in 7-14 days

Why it matters: Clients need time to budget. Unrealistic due dates create stress and late payments.

Mistake 3: Not Referencing Contract​

Wrong: "I'm charging you $200 for this" Right: "Per Section 3.2 of our contract, additional hours are $200/hour"

Why it matters: Referencing the contract reminds client they already agreed to this charge. Reduces pushback.

Mistake 4: Forgetting to Send​

Wrong: Create invoice but forget to click "Send" Right: Send immediately after creation

Why it matters: Invoice doesn't do anything if the client doesn't receive it!

Mistake 5: Not Communicating First​

Wrong: Surprise invoice appears in client's email Right: "Hey, I'm sending an invoice for the rush delivery we discussed - $500"

Why it matters: Surprise charges feel like attacks. Communicate beforehand so it's expected.

Mistake 6: Charging Too Much/Too Little​

Wrong: Charge $600 for 1 hour overtime (your hourly rate is $200) Wrong: Charge $50 for 3 hours overtime (too cheap!) Right: Charge $200/hour as stated in contract = $600 for 3 hours

Why it matters: Overcharging damages trust. Undercharging devalues your work.

After Creating the Invoice​

Once you've created and sent an invoice, here's what happens next:

Client Receives Email​

Within seconds/minutes, client gets:

Subject: Invoice from [Your Business Name]

Hi Sarah,

You have a new invoice for Portrait Session.

Description: Additional 1.5 Hours
Amount: $300.00
Due: January 22, 2026

[View Invoice and Pay]

Questions? Reply to this email!

Client Views Invoice​

When they click "View Invoice":

  1. Opens their client portal (no login required - secure token in URL)
  2. Shows invoice details
  3. Shows "Pay Now" button
  4. Can see payment history for this job

Client Pays (or Doesn't)​

If they pay:

  • You receive notification: "Sarah paid $300"
  • Invoice status → Paid
  • Funds deposited to your bank in 2-3 days

If they don't pay:

  • Track status in your dashboard
  • Send reminder when due date approaches
  • Follow up if overdue

See Tracking Payments for details on monitoring invoice status!

Tips for Custom Invoice Success​

1. Communicate Before Charging

Don't surprise clients! Discuss charges before creating invoices:

  • "We've gone overtime - I'll need to charge for the extra hours per our contract."
  • "The location change adds a travel fee - I'll send that invoice now."

2. Reference Your Contract

Always point to contract terms that justify the charge:

  • "Per Section 3.2..."
  • "As outlined in our agreement..."
  • "Our contract states..."

This shows you're not making up charges - you're following agreed-upon terms.

3. Be Fair with Due Dates

Unexpected charges deserve generous due dates:

  • Standard charges: NET 7
  • Surprise charges: NET 14-30
  • Large amounts: NET 30

4. Track All Custom Invoices

Keep notes about:

  • Why the invoice was created
  • Client's response
  • Whether they paid on time
  • Any disputes or issues

This helps you refine your contract and pricing for next time!

5. Learn from Each Custom Invoice

Every custom invoice is feedback for your business:

  • Charging overtime frequently? → Clarify session time limits in contract
  • Lots of travel fees? → Define included radius in packages
  • Rush delivery requests? → Add rush fee to contracts upfront

Use custom invoices to improve your standard processes!

What's Next?​

Now that you know how to create invoices, you'll want to track their status:

Need to monitor payments? → Tracking Payments shows how to see who's paid and who hasn't.

Want to understand payment schedules? → Payment Schedules explains how automatic invoices are generated.

Curious about Stripe setup? → Stripe Integration covers payment processing.

Back to basics? → Invoices Overview for the big picture.

Questions? Look for the help links throughout ShootPath, or reach out to support if you need help!