Videographer Bookkeeping and Invoice Tracker

About this template

This bookkeeping spreadsheet is built for a videographer, with shoot days, editing, corporate films and social cuts on separate income lines. It is for freelance filmmakers and small video production businesses who want to see which half of the work is really earning, with invoices and tax kept alongside.

Please read: This is a tracker tool only, not financial, tax, legal, medical or any other professional advice or advisory service. It records and calculates what you enter; you are solely responsible for checking all figures, rates, dates and results and for every decision you make. By purchasing, downloading or using it, you accept these terms (your statutory consumer rights are not affected).

Income and expense lines for video work

A generic template opens on product sales and service income. These filmmaker accounts describe the work instead, and both lists are dropdowns so entries stay consistent.

• Income: Shoot days, Editing, Corporate films and Social cuts
• Expenses: Equipment, Equipment rental, Contractors, Storage and media, and more

Shoot days apart from edit days

A shoot day and an edit day are priced differently and cost differently. Kit hire, cards, drives and a second shooter land on the shoot, while the edit costs a suite and a subscription. Only a split ledger shows which half of the video business is actually earning, and this one keeps them apart.

Invoices, mileage and tax

• Invoices: an invoice tracker for invoices raised, sent, paid and overdue
• Mileage: each trip given a reason from a dropdown, such as shoot, recce, kit hire or client review, with the year totaled
• Estimated Tax: an amount set aside as you go

The rest of the ledger

• Income and Expenses: 500 rows each
• Monthly and Quarterly: the totals tax is filed on
• Profit and Loss: built from the same two lists
• Clients: 10 client records with what each has been worth
• Balances and Dashboard: what the business holds, and the whole picture
• Start Here and Setup: setup in a few minutes

A bookkeeping spreadsheet, not an accountant. Tax rates and what you can claim are yours to set and yours to check. It suits any creative business built around shoots and edits.

Works with

• Microsoft Excel 2016, 2019, 2021 and Microsoft 365, on Windows and Mac, and LibreOffice
• Google Sheets with a free Google account. The Google Sheets version is a real workbook you copy, not a PDF with a link in it.
• No dynamic arrays, no macros, no add-ins and no subscription

What you download

• Two Excel files: a worked year with 220 income entries and 358 expense entries kept at a 27.8% margin, and a blank copy
• The instruction guide, which has one-click links to the Google Sheets versions
• The terms of use as a PDF

Your files are ready the moment payment clears. The spreadsheet is for personal and business use on your own devices, so please do not share or resell the files. Questions? Reach us through our contact page.

Frequently asked questions

Do I need Excel, or can I use Google Sheets?

Either. The download has Excel files for Excel 2016 or later on Windows and Mac, and the instruction guide has one-click links to copy the Google Sheets versions with a free Google account.

Can I separate shoot income from editing income?

Yes. Shoot days and Editing are separate income lines, alongside Corporate films and Social cuts.

Where does equipment rental go?

Equipment rental has its own expense line, separate from equipment you buy, contractors, and storage and media.

Will it calculate my tax?

It sets aside an estimated tax amount as you go. It is a bookkeeping spreadsheet, not an accountant, so tax rates and what you can claim are yours to set and check.

Does it track unpaid invoices?

Yes. The Invoices tab follows each invoice as raised, sent, paid or overdue.