Session time and crew
Bill the hours you actually shoot, and list the second shooter or assistant as their own line. Travel beyond the agreed area is a separate line too. If you charge a day rate, say “8-hour day rate” so the client can compare it with an hourly quote.
Deposits and balances
A booking retainer holds the date; it is not the same as a deposit that is refundable. Show the amount received on the final invoice and bill the balance — do not pretend the total was lower. State in the contract whether the retainer is refundable or transfers to a new date.
Licensing and usage
The shoot fee pays for the session and the edit; it does not automatically grant unlimited commercial use. If the client needs advertising, packaging or resale rights, put the usage terms and the fee on a separate line or in the contract. Clients accept a licensing line when it is explained; they push back when it appears after delivery.
Prints, albums and sales tax
Physical prints and albums may be taxable in your state, while your photography service may not be. Digital files are treated differently again. Do not guess — check your state’s rules and keep the tax setting on the invoice consistent with how you are registered.
Delivery and the final payment
Many photographers deliver the gallery after the final payment clears. Say that on the invoice and in the contract. For the pre-shoot pricing document, use the blank quote template.