Video Production Invoice Template Canada — Pre-Production to Delivery

Video production projects move through distinct phases — each with their own costs and deliverables. An effective video production invoice breaks down the project by phase so your client understands exactly what they are paying for, from the initial creative brief through final delivery. This guide walks through each phase, billing models, equipment rental line items, usage rights, and an example invoice for a $4,500 corporate video.

Phases of a Video Production Invoice

Phase 1: Pre-Production

Pre-production covers everything before the camera rolls. Depending on your project, this may include:

• Creative brief development and concept review
• Scriptwriting or script consultation
• Storyboarding
• Location scouting (including travel time)
• Talent casting and coordination
• Shot list preparation
• Equipment planning and crew coordination

Billing method: typically hourly (e.g., $85/hr) or a flat pre-production fee for smaller projects. Include the number of hours or a flat description.

Phase 2: Shoot Days (Production)

Production billing is usually done by the day rate. Freelance videographers in Canada typically charge $600–$1,800 per shoot day depending on experience and market. Half-day rates are often available at 60% of the full day rate. Specify:

• Number of shoot days
• Day rate
• Location(s)
• Any additional crew (second shooter, gaffer, PA) — each billed separately

Phase 3: Post-Production (Editing)

Post-production is where most of the time goes. Break it into sub-components:

• Rough cut editing — assembly and first cut
• Revisions — specify how many rounds are included in the flat fee, and what additional revisions cost
• Motion graphics / titles — if animated lower thirds or title sequences are involved
• Music licensing — if you source and licence royalty-free music, pass this cost through at cost or with a handling fee

Phase 4: Colour Grading and Sound Mix

Colour grading and professional audio mixing are often separate line items for higher-end productions. For smaller projects these may be included in the editing fee.

Phase 5: Deliverables

Specify exactly what files are delivered:

• Final master file (resolution, codec)
• Web-optimised version (H.264 MP4)
• Subtitled version
• Social media cuts (30s, 15s versions)
• File transfer method (Vimeo Review, Dropbox, WeTransfer)

Example: $4,500 Corporate Video Invoice (Ontario, HST 13%)

Day Rate vs. Project Rate

For smaller, faster projects (testimonial videos, social content), a project rate (flat fee) is often cleaner than a day rate. For larger productions where the scope can change, a day rate protects you from scope creep. You can also combine them — day rate for production, flat fee for post-production.

Revisions Policy

Clearly state your revisions policy on your invoice or in your contract, and reference it on the invoice:

"Post-production fee includes up to 2 rounds of consolidated revisions. Additional revision rounds are billed at $75/hour."

Usage Rights and Licensing

Specify usage rights on every production invoice. The default (unless stated otherwise) is that you retain copyright and grant a limited licence. For most corporate clients, a digital/web licence is sufficient. If they want broadcast rights or want to use the video in paid advertising, that should be a separate, higher-priced licence.

HST on Video Production

Video production services are taxable in Canada. Once your revenue exceeds $30,000, register for GST/HST and charge the appropriate rate for your province. For Ontario clients, that is HST 13%. For BC clients, GST 5%. Equipment rentals you pass through to clients are also taxable.

Related Templates

• Photography Invoice Template — for hybrid photo/video freelancers
• Project-Based Invoice Template — fixed-fee project billing
• Deposit Invoice Template — request 50% upfront before production begins
• Canadian Freelance Invoice Template
• All Invoice Templates