On off payment, invoice needed?

reggie4

I took some pictures for my son's clubs competition as a one off, not expecting any payment, but when I sent them the photos, they asked how much do I want?

I said, I'm not sure, whatever you think they're worth; thinking nothing of it, untill they asked me to invoice them an amount. 

I'm shocked, and didn't expect anything as I'm not a business person, just a parent with a camera. 

I'm debating weather to accept this payment, as I'm not interested in setting up a company. 

I want to be above board, on this issue, so not sure how to proceed. 

I've looked at this website www dot ionos.com/startupguide/grow-your-business/private-invoice/, but want official clarification that I can use a private invoice as a one off & not have to set up a business. 

I haven't agreed to accept it yet, just trying to figure out if it's worth the hastle. 

DullGreyGuy

You can earn up to £1,000 per year before you have to register as a sole trader

I know this is a "money saving" website but if you weren't expecting a payment and not wanting to become a professional photographer etc why not suggest they make a charitable donation in lieu of payment to a cause/charity important to you?

You can create an invoice, you just need to be clear on how much you are charging them and who it is thats charging them... anything else like how long they have to pay and how they pay you is optional. 

Hoenir

Gift them to the club. Your actions originally presumably were charitable. 

pramsay13

I did something similar with my daughter's club, so I just negotiated some time off from usual club fees. 
It suited me to not have to pay out for a few months and suited the club as they didn't have to make a separate payment.

reggie4

DullGreyGuy said:

You can earn up to £1,000 per year before you have to register as a sole trader

I know this is a "money saving" website but if you weren't expecting a payment and not wanting to become a professional photographer etc why not suggest they make a charitable donation in lieu of payment to a cause/charity important to you?

You can create an invoice, you just need to be clear on how much you are charging them and who it is that's charging them... anything else like how long they have to pay and how they pay you is optional. 

I have another revenue source that will probably take me over 1k per year, does this mean I have to register as a sole trader anyway, once I reach this threshold? 

As it's a one-off invoice, can I issue it as a private invoice, without setting up a company name?

Mistral001

This seems to be just a fee they want to pay so that they can use it without breaking copyright.  Copyright ownership is automatic, so you are presently the copyright owner of the photograph.  They might be wanting your permission just to use the photograph for one ocassion or want to buy the copyright from you and use it multiple times for various reasons.  Either way they certainly will need your permission to use the photograph or else they could be held to be breaching copyright which can be a criminal offense and not just a civil matter where you sue the organistion for damages to get redress. 

It is strange that they want you to send an invoice.  I would contact them and tell them that you are not a professional photograher and ask them why they want and invoice.  I would ask them what exactly the payment is for,  how widely the photograph will be used and whether it affects your copyright rights as the copyright owner.