Photography Invoice in Australia: What to Include

A photography invoice in Australia needs your name or business name, your ABN, the invoice date, a clear description of the work and the price, and how you want to be paid. If you're registered for GST it also needs to be a valid tax invoice, which means showing the GST and, for jobs of $1,000 or more, the client's name or ABN.

That's the legal minimum. A good invoice does more: it matches the quote, states the usage the client is paying for, and makes it easy for an accounts team to pay you on time. This guide covers both.

What every photography invoice should include

Use this as a checklist whether you're a weekend shooter or full-time.

1. Your name or business name, plus contact email and phone.
2. Your ABN. Without one, a business client is generally required to withhold 47% of your payment and send it to the ATO (there are limited exceptions, such as payments of $75 or less excluding GST). Most clients will simply ask for your ABN before they pay.
3. The word "Invoice" (or "Tax invoice" if you're GST-registered) and a unique invoice number. Number them in sequence: 0001, 0002 and so on.
4. Invoice date and due date. State the terms in plain words, for example "Payment due within 14 days (by 12 November)".
5. Client details: business name, contact person, and their purchase order (PO) number if they gave you one. Larger companies often won't pay an invoice without the PO.
6. Line items with a short description, quantity and price for each: shoot time, editing, travel, licence fee, expenses.
7. Usage or licence summary. One or two lines that match your quote, such as "Licence: web and social use, Australia, 12 months from delivery."
8. Totals: subtotal, GST (if registered), any deposit already paid, and the balance due.
9. Payment details: account name, BSB and account number, or a payment link, and the reference you want them to use (usually the invoice number).

If you're registered for GST: tax invoice rules

You must register for GST once your GST turnover reaches $75,000 or more, and you have 21 days to register once you're required to. You can also choose to register below that. Once registered, your invoices need to meet the ATO's tax invoice requirements.

For a taxable sale under $1,000, a tax invoice must show:

• that the document is intended to be a tax invoice
• your identity and your ABN
• the date it was issued
• a brief description of what you sold, including quantity (if applicable) and price
• the GST amount, shown separately, or the statement "Total price includes GST" if GST is exactly one-eleventh of the total
• the extent to which each item is taxable

For sales of $1,000 or more, it must also show the buyer's identity or ABN. If a client asks for a tax invoice you must provide one within 28 days (unless the sale is $82.50 including GST or less).

If you're not registered for GST

Don't add GST to your invoice and don't call it a tax invoice. Just label it "Invoice". It's sensible to add a line such as "No GST has been charged" so the client's accounts team doesn't query it. Keep an eye on your turnover: if you should have registered, you may owe GST on earlier sales even though you didn't charge it.

This is general information, not tax advice. Check your situation with a registered tax agent or the ATO.

How to send invoices that get paid on time

1. Agree the terms before the shoot. Put the deposit, payment terms and late-payment approach in your quote or agreement, so the invoice holds no surprises.
2. Take a deposit for bigger jobs. Many photographers ask for a deposit to confirm the booking, then invoice the balance on delivery. Show the deposit as already paid on the final invoice.
3. Invoice promptly. Send it the same day you deliver the final files, or as agreed. Late invoices get paid late.
4. Send it to the right person. Ask early who handles accounts payable and whether they need a PO number or supplier form.
5. Use a clear file name and subject line, such as "Invoice 0042 – Smith & Co product shoot – due 12 Nov".
6. Follow up on a schedule. A friendly reminder a few days before the due date, another on the day after, then a phone call. Keep it polite and factual.

Worked example: a half-day product shoot

Mia is a Perth photographer working as a sole trader. She has an ABN and isn't registered for GST. A local skincare brand books her for a half-day product shoot for their website and Instagram. Her accepted quote was $1,100, with a $300 deposit paid at booking.

Her invoice reads:

• Invoice 0017 · Issued 29 October · Due 12 November (14 days)
• From: Mia Tran Photography · ABN [her ABN] · email and phone
• To: Coastal Skin Co, attention: Sam (marketing) · PO 2231
• Half-day studio shoot (4 hours) – $600
• Editing and retouching, 20 final images – $350
• Licence: website and organic social, Australia, 12 months from delivery – $150
• Subtotal: $1,100 · Less deposit paid 15 October: $300 · Balance due: $800
• No GST has been charged.
• Pay to: account name, BSB, account number · Reference: 0017

The client can see exactly what they're paying for, what they can use the images for, and how much is left to pay. If they later want the images for paid ads or print, the licence line gives Mia a clear starting point to quote extra usage. If Mia were GST-registered, she'd title it "Tax invoice", add GST to each line, show the GST total separately, and, because the sale is over $1,000, include the client's identity or ABN.

Common mistakes

• Charging GST when you're not registered. Only GST-registered businesses can charge it.
• Vague line items. "Photography – $1,100" invites questions and slows payment.
• Leaving usage off. If the invoice doesn't say what's licensed, it's harder to discuss extra usage later.
• Missing the PO number when a client issued one.
• Reusing or skipping invoice numbers. Keep one simple sequence.
• Not keeping copies. Keep your invoices and records; the ATO generally requires business records to be kept for five years.

Next steps

Set up one invoice template with the checklist above, and use it for every job so nothing gets missed. If you're still working out what to charge before the invoice stage, read our guide on how to price a photography job. When you're ready for your next paid brief, browse current roles on the HCR Media jobs board.