Knowing how to invoice for video work is mostly knowing how to handle the awkward parts: a deposit before the shoot, a balance after delivery, tax that applies to some line items and not others, and a card fee that quietly eats three percent of a five-figure project. Videographer invoicing software has to cope with all of that without turning into an accounting course.
Invoicing & Payments creates invoices directly from the deal, with the client details, the agreed total, and the payment schedule already in place, then tracks what has actually landed.
A general accounting app can produce an invoice, but it has no idea what a deal is. The line items get typed again from the proposal, the deposit split is calculated by hand, and there is no link between the money and the project it came from — so project profitability lives in your head.
It also invoices in isolation from delivery. Nothing in a generic app can hold a final video file hostage until payment clears, which is precisely the leverage a video business needs and almost never has.
Generate an invoice from a deal and the client details, the agreed scope, and the payment terms are already there. Line items carry a name and a description, can be duplicated for repeated items, and can be reordered. Deposits and balances are separate invoices against the same deal, so you always know what has been billed and what is still to come.
You can attach images to an invoice, add your business details and logo, and send it under your own brand with white-label client email on Pro and above.
Sales tax is applied per line item or across the invoice, and it is never applied automatically behind your back — video services are taxed differently depending on where you work and what you delivered, so the control stays with you. Discounts apply before tax, as a flat amount or a percentage.
Processing fees can be passed through to the client on card payments only, and they are calculated before costs are deducted so your margin reporting stays honest. Bank transfer and offline payment methods can be offered alongside card.
Paid, partially paid, outstanding, and overdue are states on the deal, not just on a document. The client portal shows the balance, the financials read receivables from it, and final delivery is gated on it — when the invoice is paid in full, the download unlocks.
Payments are processed through Stripe using your own connected account, so funds go to you directly and VPP never sits between you and your money.
Pro+. Invoicing, payments, tax controls, and fee pass-through are included on Pro and Agency. Card processing requires your own Stripe account; Stripe's standard processing rates apply and VPP adds no transaction fee.
Contracts & E-Sign — The signed payment schedule becomes the deposit and balance invoices with the amounts already set.
Client Portal — Clients pay from the same branded link where they sign, review video, and see project status.
Deals & Projects — Invoice status lives on the deal, and final file delivery stays locked until the balance is settled.
Financials & Reports — Collected and outstanding amounts feed receivables, cash flow projection, and revenue pacing.
By card or bank transfer through your connected Stripe account, directly from the invoice or the client portal. You can also mark offline payments such as cheques or direct deposits as received, so the record reflects reality regardless of how the money arrived.
No. Payments run through your own Stripe account and settle to you. Stripe's standard processing rates apply, and Video Project Pro adds no transaction fee on top. You can optionally pass the card processing fee through to the client.
Yes, and most owners do. Create a deposit invoice from the deal, send it with the signed contract, and create the balance invoice on delivery. Both sit against the same deal so the total billed and the total collected are always clear.
Tax is controlled per line item as well as across the invoice, and nothing is applied automatically. You decide which lines are taxable and at what rate, which matters because equipment rental, production services, and licensed usage are often treated differently.
You may still want one for bookkeeping and filing, and your accountant may prefer it. What changes is that quoting, invoicing, payment tracking, and project profitability no longer depend on it, and the day-to-day money questions get answered inside VPP.