Quotes that answer the client’s real questions
A client asking for a photography quote wants to know three things: what it costs, what they get, and what they can do with the pictures. The fee is easy. The deliverables and the license are where quotes go wrong. A quote that says “Headshots: $1,500” leaves the client guessing how many, how fast, and whether they can use them on a billboard.
The sample above shows a corporate session. In the US the editor titles the document “Estimate”. Edit the lines and save your packages as items.
Example: corporate headshots on location
All prices are editable examples.
| Line | Qty | Unit | Rate | Amount |
|---|---|---|---|---|
| Creative fee, half day on location, Nov 12 | 1 | session | $900.00 | $900.00 |
| Edited headshots, retouched, high-res and web | 25 | image | $35.00 | $875.00 |
| Usage license: website, social, internal, US, 2 years | 1 | license | $300.00 | $300.00 |
| Mileage, round trip | 40 | mile | $0.70 | $28.00 |
| Estimate total | $2,103.00 |
A 50% booking retainer on this quote is $1,051.50, due at acceptance; the balance of $1,051.50 is due on delivery. Write those two numbers in the notes so the client does not have to compute them.
What to spell out
- Deliverables: number of edited images, retouching level, file formats, gallery and delivery time (for example, “online gallery within 10 business days”).
- Selection: whether the client chooses from proofs and how many extra images cost.
- Usage license: media, territory, duration, exclusivity. The license usually takes effect once paid in full.
- Expenses: studio rental, assistants, hair and makeup, props, permits, travel. Bill at cost or mark up, but say which.
- Cancellation and weather: what happens to the retainer if the client cancels or an outdoor shoot is rained out.
- Valid-until date and a signature line.
Weddings and events add timeline details: hours of coverage, second shooter, overtime rate per hour and meal breaks. Name them in the quote so overtime on the night is not a debate.
Sales tax on photography
Some states tax photography services, many tax prints and albums, and treatment of digital delivery varies. If you sell prints or albums, put them on their own lines so you can set the tax rate for just those. Check your state’s rules with the revenue department.
From quote to booked job
Download the PDF and send it with a short message. When the client says yes, use “Accepted? Turn it into an invoice” on the quote; the client and lines carry over to a new invoice with its own number. Bill the retainer first, then the balance after the shoot using Duplicate. Mark each invoice paid as money comes in and create a receipt for the client.
Need an invoice right away instead? The photography invoice template covers retainers and licenses on the bill. My documents tracks your quotes and invoices on this device, and the signature generator gives you a signature image for contracts. Other creative work: graphic design invoices and general freelance invoices. Wondering about wording? See quote vs estimate, or start a general quote.