Free Production Assistant Invoice Template Invoice Template
A free, professional production assistant invoice template available as Word, Excel, PDF, Google Docs, or Google Sheets. Made for PAs and freelance crew billing production companies for day rates, overtime, and reimbursed expenses. Itemize shoot days, kit fees, and mileage so payroll or accounting can clear your invoice against the call sheet fast.
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| Description | Qty | Unit price | Amount |
|---|---|---|---|
| Production assistant — day rate (10-hour day) | 3 | $250.00 | $750.00 |
| Overtime (per hour beyond 10) | 4 | $28.00 | $112.00 |
| Equipment / kit fee (per day) | 3 | $35.00 | $105.00 |
| Mileage and parking (reimbursable) | 1 | $62.00 | $62.00 |
| Petty-cash purchases (reimbursable, receipts attached) | 1 | $145.00 | $145.00 |
| Subtotal | $1,174.00 | ||
| Sales tax (8%) | $93.92 | ||
| Total | $1,267.92 | ||
Example figures — every field is editable in the download.
Who uses this template
- ✓Freelance production assistants
- ✓Set and office PAs
- ✓Locations and key PAs
- ✓Camera and grip support freelancers
- ✓Event and corporate video crew
What to include
- ✓Production/project name and title
- ✓Shoot dates and day rate
- ✓Overtime hours and rate
- ✓Kit or equipment fee per day
- ✓Reimbursable mileage and parking
- ✓Petty cash with receipts attached
- ✓W-9/EIN or SSN and Net 30 terms
Available in 5 formats
Word (.docx)
Fully editable in Microsoft Word, Google Docs, Apple Pages and LibreOffice — best for quick text edits.
Excel (.xlsx)
Line totals, subtotal and tax calculate automatically — best if you want the math done for you.
A clean, print-ready, fixed layout — best for emailing a finished invoice to a client.
Google Docs / Sheets
Open in your browser, then File → Make a copy to edit and share with your team.
Invoicing tips for production assistant invoice template
- ✓ Bill by the standard production day (often a 10- or 12-hour day) and add overtime as its own line beyond that.
- ✓ Reference the production name and dates from the call sheet so accounting can match your invoice quickly.
- ✓ Separate your day rate from reimbursable expenses; expenses pass through at cost and aren't taxed as income.
- ✓ Attach receipts for petty-cash and parking — productions won't reimburse without them.
- ✓ Include a W-9 or your EIN/SSN so the company can issue your 1099 and process payment without chasing you.
Production Assistant Invoice Template invoice FAQ
Do production assistants charge sales tax?
No. PA labor is a service and isn't subject to sales tax. You're typically paid as an independent contractor, so you invoice your day rate and expenses without a tax line and report the income yourself.
How do I bill overtime as a PA?
Bill the standard day rate for the contracted day length, then add overtime hours as a separate line at your hourly OT rate. Tie the hours to the call sheet's wrap time so the production can verify them.
Should reimbursable expenses go on the same invoice?
Yes, but keep them on separate lines clearly marked reimbursable and attach receipts. Mileage, parking, and petty cash pass through at cost and shouldn't be mixed into your taxable day rate.
Will I get a 1099 for production work?
If a production pays you $600 or more as a contractor in a year, they'll issue a 1099-NEC. Provide your W-9 with your first invoice and include your EIN or SSN so payroll can process you and report correctly.
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