Invoice Template for Video Production

Standard Operating Procedure: Video Production Invoice Issuance

1. Executive Summary & Purpose

This SOP establishes the standardized workflow for generating, verifying, and issuing invoices for video production services. The purpose is to minimize payment latency, ensure contractual compliance, and maintain professional financial hygiene within the Template Registry ecosystem.

2. Scope & Prerequisites

• Scope: Applies to all post-production and field production invoicing, encompassing line-item breakdown, tax calculation, and delivery.
• Software Prerequisites: Template Registry Production Ledger (or equivalent ERP), PDF/A export capability, secure encrypted email client.
• Data Requirements: Fully executed Statement of Work (SOW), client billing contact, unique Purchase Order (PO) number.

3. Roles & Responsibilities (RACI)

4. Step-by-Step Procedure

Phase I: Data Collation and Verification

• Cross-reference completed deliverables against the SOW milestones.
• Verify that all billable expenses (equipment rentals, travel, permits) are supported by valid receipts.
• Confirm the PO number matches the client’s current billing cycle requirements.

Phase II: Invoice Construction

• Populate header: Invoice Number, Date, Payment Terms (e.g., Net 30), and Remittance Instructions.
• Populate body: Group line items by "Pre-Production," "Production," and "Post-Production" for transparency.
• Apply applicable tax rates and verify total sum against the agreed budget cap.
• Export file as a linearized, non-editable PDF with a professional naming convention (e.g., YYYYMMDD_ClientName_ProjectCode_INV.pdf).

Phase III: Final Audit and Issuance

• Perform a sanity check: Ensure total does not exceed the SOW limit unless a Change Order (CO) was signed.
• Distribute invoice via secure channel to the client’s Accounts Payable department.
• Update the internal Production Ledger to reflect "Invoiced" status.

5. Quality Assurance & Pro-Tips

• Metric Thresholds: Aim for a "Days Sales Outstanding" (DSO) of <30 days. If DSO exceeds 45, initiate manual escalation.
• Pro-Tip: Include a "Work Completed" summary table. Clients authorize payments 40% faster when the link between deliverables and budget is visually self-evident.
• Common Pitfall: Failing to include the PO number is the #1 cause of payment rejection. Never issue an invoice without explicit confirmation of the client’s PO.

6. Frequently Asked Questions

Q: Should I itemize every single coffee run or petty cash receipt? A: No. Group minor expenses under "Production Incidentals" to keep the invoice concise. Attach an itemized ledger as an addendum if the client contract requires granular disclosure.

Q: What is the recommended strategy for partial payment/milestone billing? A: Always invoice based on milestones defined in the SOW (e.g., 50% deposit, 25% edit lock, 25% final delivery). Never invoice based on elapsed time; invoice based on value-delivered.

Approved by: Julian Vance, Chief Architect Template Registry Engineering Division