Why musicians should send professional invoices
You are working in a tough, highly competitive industry, so make sure you take advantage of everything that makes your life a bit easier, like a fully customizable, free invoice template. No matter how big or small the job, you need a truly flexible invoice that clearly indicates how much your skill and talent is worth, along with all the associated costs and expenses.
A well organized and easy-to-understand invoice helps venue owners, DJs, promoters, and music schools know exactly what they are paying for.
Besides your great musical talent, you are also a professional who fulfills the requirements of every performance, so make sure your invoice looks as polished and perfect as the music you make.
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 particular style from our array of beautifully designed musician invoice templates
- Download the invoice template in the format you want to use, such as Word, Excel, PDF, Google Docs, or Google Sheets. It’s free!
- Add on your stage name, or band name, and your applicable address, phone number, and email address
- Add in your band or personal logo – along with your website or links to your music. Add in some graphics or images if you like
- Insert the venue name and contact information, and/or client name and their contact information. It’s critical to have the correct information here as you want your invoice to go to the right contact person to be paid
- Generate a unique invoice number
- Add on the date of the invoice, and the payment due date
- Include a detailed list of your services, as well as descriptions, such as number of band sets, length of performance, and other details – 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 provide additional services, such as performance coaching, musical arrangements, or song-writing, you can easily add lines to include all the details. This template can be tailored to make sure you cover all the services you have provided
- If you are including a discount for a regular booking, or for a corporate or charity event, add a line explaining the discount so your client knows they are receiving a special price for your talent
- Add up the total price, including all applicable taxes, and enter the total
- Include your payment terms, including 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
- Save a copy for your records – and give the invoice to the venue representative or client
When is the right time to send a musician invoice to your clients?
As a professional musician you might do it all – from performing live or recording to teaching. The right time to send an invoice depends on the type of engagement. For one-time performances, musicians usually ask for payment right after the performance is over. If you are going into the studio to record for a few weeks, you can ask for a percentage of the money up front, with the remainder upon completion.
While on tour, some musicians also ask for a portion, or even full payment upfront, to cover travel costs. For a regular performing gig, or for teaching music, you can set up a regular invoicing schedule to keep the revenue coming in.