Photo booth rental

Photo Booth Invoice Template (Free)

By ShowTheReceipts · Updated

Short answer

A photo booth invoice needs the package hours and rate, idle time and extra hours as their own lines, props, backdrop, and prints itemized, travel broken out, and the deposit credited against a balance due before the event date.

What belongs on the invoice

  • Business name and contact info
  • Customer name and billing address
  • Event or service date
  • Line items — package hours, idle time, extra hours, props, backdrop, prints, travel
  • Subtotal, any tax, and total due
  • Payment terms — deposit paid, balance due date
  • Payment method(s) accepted

The template

[Your Business Name]
[Address] · [Phone] · [Email]

Invoice #____        Date: __________
Bill To: [Customer Name]
Event / Service Date: __________
Location: [Address]

--------------------------------------------------
Description                              Amount
--------------------------------------------------
Photo booth — [__ hour package]          $______
Idle time — [__ hrs]                     $______
Additional hours — [__ @ $__]            $______
Props / backdrop                         $______
Unlimited prints                         $______
Travel                                   $______
--------------------------------------------------
Subtotal                                 $______
Deposit paid                            -$______
Tax (if applicable)                      $______
Balance Due                              $______

Balance due [on receipt / by __________].
Accepted: [cash / card / Venmo / etc.]
Thank you for your business!

Why the deposit line matters

Showing the deposit as a credit — not a smaller total — is what prevents the “I already paid you” conversation. The client sees the full price, what they paid, and what is left.

Skipping the copy-paste

A blank template works until you’re booked out and filling one in between jobs. Invoicing software with your rates saved builds this in one tap, attaches a payment link, and tracks the deposit and balance on the same record.

Frequently asked questions

What is idle time and should I bill it?

Idle time is when the booth is set up but closed — usually during dinner. Bill it at a reduced hourly rate. You're still on-site and the equipment is still committed, so free idle time is just an unpaid hour.

Should extra hours have a stated rate?

Yes, on the invoice before the event. A host asking for one more hour at 10pm should be accepting a known price, not starting a negotiation while you're working.

Do I itemize prints?

If unlimited prints are an upgrade, yes. If they're included, list the line at $0 as included — it shows the value without changing the total.

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