The shoot is the part everybody can see, and it is rarely half the work. There is the day itself, then the cull and the edit, then a license question nobody asked about until the picture turned up on a billboard. An invoice that says one number for all of it invites the client to think they bought everything.
These go in your price book once, with your own prices against them. After that a line is one tap: the item, the description, the unit and the price fill themselves, and the totals resolve underneath.
| Line | Unit |
|---|---|
| Shoot day | days |
| Half day shoot | each |
| Second photographer | days |
| Editing and delivery | job |
| Usage license, twelve months | each |
| Equipment rental | days |
| Album or prints | each |
Prices are yours. Invoice Koi ships a handful of round placeholder lines to start from and never fills your book with figures you did not set.
Record what has been paid against the invoice as it comes in, and the balance, the status and the reports all follow from it. A date held on a part payment shows exactly what is still owed.
Group them with their own subtotals. A client who can see that the license is its own line is a client who understands they are buying a use rather than the negatives.
Send the shoot as an estimate and convert it when it is agreed, with the lines, the client and your terms carried across. What changed on the day is edited before the invoice goes out.
Raise the invoice and record the deposit as a payment against it. The document then shows the full price, what has been paid and the balance due after the shoot.
Yes. Keep it in the price book as a line with its own price and its own wording, so it prints on the document rather than living in an email.
Put their invoice in as an expense from its receipt and re-bill it as a line, or price the line yourself. Either way it appears as its own item.
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