I have seen lots of discussions here on FM about how to pay seconds. But I haven't seen the invoice one.
Over the past 18 months I have been the 2nd shooter 30+ times. As such, I have been paid every which way - cash / check on the night; check in mail; check with returned cards / drives; check but not to be cashed until date X; check with cash bonus / tip; and even one none payment. Obviously cash or check on the night is ideal.
However, in two of my last three weddings (i.e. two different photogs); at the end of the night, the primary stated that in order to get paid, I would need to submit an invoice!
Thinking the first one was just an anomaly - from an NYC based photog - it happened again at the weekend, this time in my own state (PA). To get my cards back, and to get paid, I would need to submit an invoice! This photog is very experienced - 500+ as a primary. Stated it was new thing for his studio.
Obviously sending an invoice is not a big deal, but it adds an additional step to something that was relatively simple - especially if paid on the night. It is also annoying not to get told of this payment requirement until the end of the night in the car park!
Is this a coincidence, or is it a new trend i.e. are primary's now requesting invoices before they will pay? Have other second shooters experienced this?
I 2nd shot this year for a wedding photographer that asked me to send an invoice - she paid me prior to the request. So, I assumed it was more for bookkeeping... unless i am missing something like if it's related to taxes as a business expense?
"Ideally, you should have two forms of records for each expense: a document showing you paid the expense, such as a canceled check or credit card slip, and a document itemizing the expense, such as a sales receipt or invoice from the vendor."
Sometimes people ask me for invoices for other kinds of commercial photography, and I use PayPal for these instances. They have a nice "request money" feature that simply emails an invoice after you fill out a few required fields.
I'm not entirely sure how it works for you folk in the US... But making an invoice is pretty straight forward and a basic part or book keeping as far as I'm concerned. I don't consider it an extra step, but then I've been doing this from day one.
I send invoices all the time. There's an invoice template in word that I use or as stated already paypal has one if that's used for payment. It's just a simple way to have records for bookkeeping purposes.
Thanks for all your replies / input. My interpretation is that I shouldn't be surprised in being asked to provide an invoice for 2nd shooting services, but that very primaries actually do this.
Given that most primaries are not using contracts to hire seconds (my experience 95%), requiring an invoice for payment could open up a new set of conditions e.g. terms of payment. 30 days net is a typical one.
But it would be entirely reasonable to add other clauses - like the use of the images i.e. limitations until full payment is received. Primaries could end up delaying transfer of image rights / copyright by holding up payment.
Definitely not unusual. You're a write-off for the photographer, they need to be able to prove that they spent money on you.
While most of my seconds are good friends, when I shoot outside I always try and get a contract. I got royally screwed by a photographer one year and didn't really have a paper trail to cover me, better to have a simple one-pager saying "Yes, I'm working for you on this wedding" than nothing at all.
if you don't have an invoice and treat it as a business expense/bill, you must issue a 1099 to the subcontractor for amounts over $600. Otherwise, you are on the hook for income tax on the money that you paid the 2nd. How else do you legally account for that money? Take a look...
