Logo

Free tool for photographers

Photography Quotation Template

Fill in an itemised quote for a wedding, pre-wedding, event or portrait shoot in a few minutes. Pick a design, add your packages, discount, GST and advance, then send it to your client.

  • Download as PDF
  • Send on WhatsApp
  • No sign-up, stays on your device
Pick a template

Pick a template

Three free designs. Branded templates with your cover photo come with Studio Manager.

Wedding couple on the cover of a branded Studio Manager documentStudio Manager
Branded quote templatesUnlock
Your studio

Your studio

Saved on this device, so you only type it once.

Client and event

Client and event

With country code. Used for Send on WhatsApp.

Services and pricing

Services and pricing

Start from a package, then edit anything. Sample rates are typical Indian market prices. A rate of 0 shows as Included.

  • ₹90,000
  • ₹50,000
  • ₹80,000
  • ₹15,000
  • ₹36,000
  • Included
Discount, tax and terms

Discount, tax and terms

Leave at 0 if you are not GST-registered.

Shown as the amount due to block the date.

One term per line.

Send on WhatsApp

Your Studio Name

Quotation

Prepared for

Client name

Event

Wedding

ServiceQtyAmount

Candid photography

Lead photographer, full day

2₹90,000

Traditional photography

Rituals and family portraits

2₹50,000

Cinematic videography

Highlight film and full-length film

1₹80,000

Drone coverage

Venue and baraat aerials

1₹15,000

Premium album

40 sheets, 12×36 in

2₹36,000

Online gallery with AI face search

Guests find their photos with a selfie

1Included
Subtotal
₹2,71,000
Total
₹2,71,000

Advance to book (50%)

₹1,35,500

Balance

₹1,35,500

Terms

  • 50% advance confirms the booking. The balance is due on the event day.
  • Edited photos are delivered within 30 days of the event.
  • Album design starts after the client finalises the photo selection.
  • Travel and stay outside the city are charged at actual cost.
  • The advance is non-refundable if the booking is cancelled.
Thank you for considering us.Made with the free FotoOwl quotation builder · fotoowl.ai

Studio Manager

Sending the quote is the easy part. Following up is where bookings slip.

FotoOwl Studio Manager captures enquiries from WhatsApp and Instagram, keeps quotations, contracts and invoices on one client record, and reminds you who to follow up with.

See Studio Manager plansHow Studio Manager works

Free plan available

  • Leads captured from WhatsApp and Instagram chats
  • Quotations, contracts and invoices on one record
  • Follow-ups, projects, team and payments in one place

Guide

What to include in a photography quotation

The builder covers each of these. If you write quotes by hand, use this as a checklist.

  1. 01

    Your studio and the client

    Studio name, phone and email, plus the client's name and number, so the quote can be forwarded without losing who it belongs to.

  2. 02

    Event date and venue

    Dates decide availability and venues decide travel. Put both on the quote so the price is tied to a specific job.

  3. 03

    Itemised services

    List each service with a quantity and rate: candid, traditional, film, drone, albums. Clients compare line by line, so a single lump sum invites haggling.

  4. 04

    Discounts and tax

    Show the discount as its own line instead of quietly lowering rates, and add GST if you are registered.

  5. 05

    Advance and balance

    State how much is due to block the date and when the rest is due. This line turns a quote into a booking.

  6. 06

    Validity and terms

    A valid-until date creates a reason to decide. Terms cover delivery timelines, travel and cancellations.

Weddings

Wedding photography quotation

A wedding quote covers several events and several crews, so it needs more detail than a portrait quote. Start from the Wedding package above for sample Indian rates, then replace them with yours.

  1. 01

    Price each function

    Haldi, mehendi, sangeet, wedding and reception often need different team sizes. Use the quantity for days or functions so the client sees why two days cost more than one.

  2. 02

    Separate candid, traditional and film

    Candid photography, traditional photography, cinematic videography and drone are different crews. Itemise them so the couple can drop one without renegotiating the rest.

  3. 03

    Spell out the deliverables

    Number of albums, sheets and size, the length of the highlight film and the online gallery. Most disputes after a wedding are about deliverables.

  4. 04

    Travel and stay

    For a destination wedding, say whether travel and stay are included or charged at actual cost, and who books them.

  5. 05

    Advance to block the date

    Wedding dates book out months ahead. Ask for 30% to 50% to block the date and show the balance and when it is due.

  6. 06

    A short validity

    Peak-season dates go fast. A 7 to 14 day validity tells the couple the price and the date are only held for a while.

Quote accepted?

Send the invoice from the same details

A new invoice in the free photography invoice template starts with your studio name, phone and email from this quote. Add GST, the advance received and your bank or UPI details.

Photography invoice templateAll free tools for photographers

FAQ

Photography quotation questions

What should a photography quotation include?

A photography quotation should include your studio details, the client's name, the event date and venue, an itemised list of services with quantities and rates, any discount, tax, the total, the advance needed to book, a validity date and your terms for delivery, travel and cancellation.

Is this photography quotation template free?

Yes. The quotation template is free and needs no sign-up. Fill in the form, then download the quote as a PDF or send it to your client on WhatsApp.

How do I save the quotation as a PDF?

Click Download PDF and pick Save as PDF as the destination in the print dialog. The PDF contains only the quotation, not the rest of this page.

Where is my quotation data stored?

Your quote is saved in this browser on this device so you can come back to it. It is not sent to FotoOwl. Clearing your browser data or clicking Start over removes it.

Should I add GST to a photography quotation?

Add GST if you are GST-registered. In India, photography services are usually taxed at 18%. Confirm the rate for your business with your accountant, then enter it in the Tax field.

How much advance should a photographer take?

Many wedding and event photographers ask for 30% to 50% to block the date, with the balance due on the event day or before delivery. Set the advance percentage in the builder and the quote shows both amounts.

How do I invoice the client after they accept the quote?

Open the free photography invoice template in the same browser. A new invoice starts with your studio name, phone and email from this quote, so you only add the client, the services, GST and your payment details.

How do I track quotes and follow up with clients?

FotoOwl Studio Manager keeps every enquiry, quotation, contract, invoice and follow-up in one record, and captures leads from WhatsApp and Instagram chats. Pick a plan at studio.fotoowl.ai/plan to move your quotes there.