Why DJs should send professional invoices
You have an amazing talent for selecting just the right music for any crowd, and then seamlessly spinning it all together.
Each job is different, so you need a fully customizable invoice template that captures all the details, helping you get paid properly for your skill and talent. Your invoice also needs to be well organized and easy-to-understand so club owners and show promoters know exactly what they are paying for.
Besides your great DJ talent, you are also a creative professional who reliably fulfills the requirements for every show, so make sure your invoice looks perfectly polished to add to your great reputation.
Once you've downloaded your free invoice template, you'll need to customize it to fit your specific business. Here are the 10 key things to include on your invoice:
- Title and Description: Name the project and briefly describe what type of work your client is being invoiced for.
- Company Details: Add your company name, address, phone number, and logo to the top-right corner.
- Customer Details: Under "Bill To", add your customer's name, address, and contact information.
- Invoice Number: Include a unique invoice number to help you track down this invoice in the future. You can format this based on sequence and customer. For example, if you're sending your very first customer their first invoice, the invoice number could be 001-001.
- Dates: Include the date when your invoice has been issued and the date when payment is due.
- Line Item: Add individual line items for each unique good or service you provided. For each line item, include a brief description, quantity, individual unit price, and total price.
- Subtotal: Add up the subtotal of your goods or services, before tax has been applied.
- Tax: Indicate the tax rate applied to the subtotal. This is legally required to provide on invoices, and your rate may differ depending on where you run your business.
- Total: Outline the total amount due from the customer, after tax.
- Notes: Include any additional info your customer should know, including terms of service and payment terms (for example, payments are due 30 days after the invoice has been issued).
- Select the invoice that matches your style from our wide array of beautifully designed invoice templates
- Download the invoice template in the format you prefer, such as Word, Excel, PDF, Google Docs, or Google Sheets. It’s absolutely free!
- Add your name, or DJ name, and your address, phone number, and email address
- Add your dynamic logo, along with your website or links to your music
- Insert the venue name, or customer’s name, and contact information. If you are billing a club or concert venue, make sure you have the correct contact person
- Generate a unique invoice number
- Add on the date of the invoice, the date of your DJ work, and the payment due date
- Include a detailed list of your services, as well as descriptions, such as the number of sets, and the length of each set, with the hourly or flat rate you charge
- Include a list of expenses to be charged directly to the venue or client, such as travel, hotel, and food, with descriptions and costs for each. If you have a rider for special food and beverages in the green room, you should also add it
- Easily add lines to include all the details of your DJ work. This template can be tailored for individual venues or customers
- If you are including a discount for a regular booking, or for a charity event, add a line explaining the discount so your client knows they are receiving a special price for your amazing DJ skills
- Add up the total price, including all applicable taxes, and enter the total
- Include your payment terms, such as your accepted methods of payment
- Add a personal note to thank your client for the gig, and let them know about any upcoming performances you have booked that they might want to check out
- Save a copy for your records – and give the invoice to the client
When is the right time to send a DJ invoice to your clients?
For one-time performances, such as a wedding, most DJs usually ask for payment right after the performance is over. If you are on tour, or travelling to more than one location, it’s fair to ask for a portion, or even full payment upfront, to cover your travel costs.
For a regular DJing gig, you can set up a recurring invoicing schedule to keep the revenue coming in.
Whatever payment cadence you choose, make sure it’s clearly noted on each invoice, and clarify what portion of the final ‘cost’ has been paid to date.
Quick invoicing tips for DJs
Keep in touch
Ask if you can periodically email your clients with updates on your DJ career, like where you will be performing next or your available dates. It will let them know you are on your way to stardom and they should book you again!
Add a little promotion
A flexible invoice template has lots of room to add in information to promote your DJ career. Include any other services you provide, like music production, and include links to DJ blogs your client might be interested in. Your invoice does double duty as a reminder of your great talent and reliable, professional service.
Accept a variety of payment methods
You want to be paid as quickly as you can, so accept as many payment methods as you can, such as e-Transfers, debit cards, and online payment methods.
Send your invoice to your client contact
If you are doing a gig for a dance club, or for a special event at a large venue, make sure you add an “Attention to:” line on your invoice so it is sent to the right person to be paid. Sometimes the person who booked your DJ services is not the same person in the organization who pays the bills.