My scanner is on the blink, but I'll try to photograph one later today. For personal delivery or mail we use sequentially numbered "standard" mulit-copy business invoices we have printed by Quill, with the addition of a terms of use statement on each. For emailed invoices we just generate them in Word in a more or less "memo" format. Top lines are our address etc, then the invoice # and date and client info (including Attn: contact person), then the project name or description.
Below that are columns across of # (in your case 1, for each image), Image description, Image use and fee. We fill those out as one "row" for each image down the page, with total fees at the bottom. Our payment terms (i.e., due within 30 days, 1 1/2% interest to be charged for each month thereafter) and terms of use statement is at the bottom of the page (i.e., no reproduction or use beyond contracted uses allowed, images remain our property, etc).
Oh, for email invoices we always generate a "paper" copy on our standard forms which we file right along with all the others. The # from that invoice is referenced in the email version.
Hope that's clear. Basically you're providing your own address (for the check, of course!), your principal contact within the organization, a description of the images and their uses and fees (for easier tracking by both you and the client business office), the total charge, and a reminder to all that you still own the image and any use beyond those specified will incur additional charges.
Luke. do you have Microsoft Word? They have several Invoice templates, mostly online. In fact, if you use a Mac I bet they can be converted to the WP you use.
You said it was for a newspaper. Does this newspaper ALSO have a digital format where they might use your image? If so, then this might get you extra money. I would have in your contract that they MUST give you credit via byline under the photo. If you don't ask, you may not get!
That's a good point Troup. I'm a columnist for an ink-and-tree newspaper that just started an online version. Due to the financial constraints in the newspaper industry these days I wasn't able to get paid for the "extra," but the publisher is embarrassed by the owner's decision, so it may not be out of the question yet. And yeah, get the byline, no matter where the images appear.
Hey Luke. I just got a very simple sample invoice from Montana Magazine. I don't think I can send an attachment through NPN, so just email me if you want it
Discussion
5 repliesNever done one before, so does anyone have a template or point me in the direction of one? Thanks!
- Luke
Below that are columns across of # (in your case 1, for each image), Image description, Image use and fee. We fill those out as one "row" for each image down the page, with total fees at the bottom. Our payment terms (i.e., due within 30 days, 1 1/2% interest to be charged for each month thereafter) and terms of use statement is at the bottom of the page (i.e., no reproduction or use beyond contracted uses allowed, images remain our property, etc).
Oh, for email invoices we always generate a "paper" copy on our standard forms which we file right along with all the others. The # from that invoice is referenced in the email version.
Hope that's clear. Basically you're providing your own address (for the check, of course!), your principal contact within the organization, a description of the images and their uses and fees (for easier tracking by both you and the client business office), the total charge, and a reminder to all that you still own the image and any use beyond those specified will incur additional charges.