Design and creative production: Invoicing software for voice-over studios
Invoicing software for voice-over studios that puts recorded scripts, extra takes and usage rights on an invoice, and prepares the payout to freelance voice actors from the same recordings alongside it.
Where invoices stall for voice-over studios.
Billing at voice-over studios has two sides: charging the client for recording and usage, and paying the voice actor their share. After a month of dozens of short recordings it is hard to see which scripts were recorded, which pick-ups were caused by the client and which by a mistake in the studio. Extra takes after a script change are sometimes left off the invoice, while the voice actor does charge for them. Usage extensions agreed by email never make it onto the invoice. At the end someone has to piece it all together from email, the calendar and quotes, and then still check who has paid.
Invoicing software for voice-over studios
Example- 1
Gather recordings and takes
DoneFor each client the finished recordings are already in the software, with word count, session length, extra takes and the reason for them.
- 2
Review pick-ups and usage
In progressPick-ups are grouped by cause: a script change by the client, a direction request, or a studio error.
- 3
Invoice and payout per voice
NextThe invoice goes to the client with a payment link, showing the recording and usage on each line, and reminders follow automatically.
From finished work to paid invoice.
Gather recordings and takes
For each client the finished recordings are already in the software, with word count, session length, extra takes and the reason for them. Usage agreements and any later extensions sit alongside. For every recording it is then clear what was delivered and which agreement applies.
Review pick-ups and usage
Pick-ups are grouped by cause: a script change by the client, a direction request, or a studio error. Only those caused by the client are suggested as invoice lines. Usage extensions are compared with the original agreement. The studio manager confirms every doubtful line before the invoice goes out.
Invoice and payout per voice
The invoice goes to the client with a payment link, showing the recording and usage on each line, and reminders follow automatically. From the same recordings an overview is ready per voice actor of what they are owed. The client invoice and the voice payout then line up.
Invoicing from the same software.
Voice-over studios receive invoices from freelance voice actors and send their own to clients. Recordings, quotes, usage agreements and invoices live in the same software here, with an overview per voice actor that can be checked against their invoice. The studio manages rates and usage agreements. Voice actors stay in charge of their own invoicing and send it as they do today. Payment status per client is visible, and the bookkeeper looks along or receives an export.
Charge pick-ups or include them
A studio can include a number of small corrections in the price and only charge after that, or charge every pick-up following a script change. The first is client-friendly; the second is fairer when a client changes scripts often. The software follows what the quote says and flags when the agreed number of corrections has been reached.
Bill usage now or at launch
Usage rights can be invoiced on delivery, or only when the campaign goes live. Invoicing straight away is simpler for the books, but if a campaign is postponed or cancelled it leads to discussion. The software handles both and tracks for which recordings usage has not been invoiced yet, and why.
Voice paid directly or via studio
In some arrangements the voice actor invoices the client directly and the studio only charges studio time. In others the client pays everything to the studio, which then pays the voice. The software handles both and shows per job which route was agreed, so nothing is invoiced twice or not at all.
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Read the storyWhat we set up for your invoicing.
Your rates per voice, the rules for pick-ups by cause and the usage agreements from the quotes are set up at the start, so recordings, takes and usage per client land on the invoice and an overview per voice actor is produced. Together we invoice an ordinary month and a spot whose usage is extended to radio halfway through. Invoicing usage only at campaign launch is switched on per client.
View pricingSupport and updatesGood to know.
Explore pricing and optionsCan we see which pick-ups were our own fault?
Yes. For each pick-up the engineer records the cause: script change, direction request or studio error. Only lines caused by the client go on the invoice, and the overview of the studio's own errors helps prevent them in future.
How do voice actor payouts line up with invoices?
From the same recordings that appear on the invoice, an overview is made per voice actor of what they recorded and what usage applies. You can place that overview next to their invoice, so differences stand out immediately.
What if a usage extension was agreed by email?
It is recorded in the software against the recording, as an addition to the original agreement. From then on it lands on the next invoice automatically. A verbal or email agreement still ends up on the invoice, with a note of who recorded it.
Can we see whether a client has already paid their invoice?
Yes. Every invoice has a payment link, and once it is paid that shows with the client and the recording. If payment doesn't arrive, reminders go out automatically. The studio also knows when the voice actor can be paid on jobs where that happens after payment.
What often connects to this.
- Quotation software for voice-over studiosQuotation software for voice-over studios that prices session length, voice actor and usage rights by medium, territory and term, so every proposal shows what the client is paying for.
- Digital job cards for voice-over studiosDigital job cards for voice-over studios: a recording card holding script version, pronunciation notes, selected takes and usage agreement, so every recording traces back to what was agreed.
- Website for voice-over studiosA website for voice-over studios where clients compare voices by tone, language and use, and understand straight away which recording option and usage licence fit their project.
Invoicing without chasing details.
Start with a short intake. Then we schedule a call to show the software with your services, team and way of working.
WhatsAppinfo@vorlyo.com Invoicing software for voice-over studios: recorded scripts, extra takes and usage rights on an invoice with a payment link, plus payouts per voice.
- Gather recordings and takes
- Review pick-ups and usage
- Invoice and payout per voice