Podcast editing invoice
Invoice template for podcast editors: voice noise reduction, episode editing and show notes writing. Fill it in online, download Excel or Word, or print to PDF.
Templates by industry
- Voice noise reduction
- Episode editing
- Show notes writing
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Voice noise reduction" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "Show notes writing". Hand over approved versions and a file manifest, confirming usage scope and completed revisions.
Send the billing record
Send the final charges, delivery reference and due date to the customer, then reconcile payment against the invoice number.
Podcast editors usually work on a series, so the invoice goes out monthly or per batch of episodes. This template bills cleaning up the raw recording, editing it into an episode and writing the show notes that go with it, which lets a host see where the time went when one recording needed far more repair than usual. It suits freelance audio editors and small production services working for independent podcasters and company shows.
Fields to prepare
- Deliverables and line items
- Voice noise reduction, Episode editing, Show notes writing: record the quantities actually supplied and the service period.
- Voice noise reduction
- Bill by minutes of raw audio processed, and note recordings that needed extra repair, such as echo or a dropped connection.
- Episode editing
- Bill per finished episode with its number, title and final length.
- Show notes writing
- Count show notes per episode and say what they include, such as a summary, chapter times and links.
- Quantity and output format
- Record pages, images, word counts or running time, final file formats and whether editable source files are included.
- Review and usage scope
- Specify the draft approver, revision rounds, intended media and duration, and who supplies third-party assets.
- Scope to agree
- Record source-audio duration, edited episode counts, show-note length and final audio formats.
Before sending
- Does “Voice noise reduction” show the quantity actually supplied, not the quantity first quoted?
- Is “Episode editing” charged at the rate the customer agreed to, with any change approved?
- Is “Show notes writing” finished and accepted, or does it belong on a later invoice?
Show 3 more
- Agree when a change of direction after draft approval becomes additional work.
- Check separately whether editable sources and final delivery files are included.
- Match completed work to the order or approval record, and confirm the payment due date and amounts already received.
Worked example with sample figures
The figures below are invented to show how the template adds up: 3 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Voice noise reduction | 2 × $180.00 | $360.00 |
| Episode editing | 4 × $450.00 | $1,800.00 |
| Show notes writing | 12 × $650.00 | $7,800.00 |
| Subtotal | $9,960.00 | |
| Sales tax (8%) | $796.80 | |
| Total | $10,756.80 | |
Net amount $9,960.00, sales tax $796.80, total payable $10,756.80.
What the document must show
The details an invoice has to show, and why each one matters, are set out in the guide below.
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending.
Official rate reference: US government: state and local taxes
Full requirements: How to write an invoice: a step-by-step example
Frequently asked questions
How do I bill an episode with guests recorded on separate tracks?
Multi-track sessions take longer to sync and level, so bill them at the higher per-episode rate your terms set and name the episode, so the client sees why the line costs more.
Should hosting or distribution appear on my invoice?
Only if you manage it on the host’s behalf and pay for it. The hosting platform normally bills the host directly; your invoice then covers editing and writing alone.
What if the host asks for changes after delivery?
Include one round of small fixes in the episode price, and bill further changes by the hour, naming the episode and the change, so a long list of late edits does not disappear into the flat fee.
How is the sales tax worked out on this invoice?
The worked example above uses an example rate of 8%: $796.80 on a net amount of $9,960.00, for a total of $10,756.80. The editor recalculates all three when you change a quantity, a price or the country.
Can I email it to the customer?
Yes, from your own mail app. With a free account, the editor’s download menu offers Email this document, which opens your mail app with a message about the document already written. QuoteBill sends nothing itself, so save the PDF and attach it before you send.
Read next
Reading for the Podcast editing invoice: How to write an invoice: a step-by-step example and Credit note vs invoice (and credit memo): how to issue one. The VAT and GST calculator works out the tax line for you.