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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.
- 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.
Quick invoicing tips for musicians
Add a little promotion
While your invoice should be clear and easy-to-read, there is also room to promote your talent. Include any other services you provide, like teaching or coaching, and list any upcoming gigs your client might be interested in. Your invoice does double duty as a reminder of your great talent and professional service.
Keep in touch with your clients
Ask if you can periodically email your clients or the venue with updates on your touring and new releases. It will let them know you are a hot act and they should book you again!
Accept a variety of payment methods
You want to be paid as quickly as you can, so accept all the payment methods your clients prefer. That means adding electronic options such as e-Transfers, debit cards, and online payment methods to the types of payment you accept.
Send your invoice to your client contact
If you are doing a gig for a company, or for a large venue, make sure you add an “Attention to:” line on your invoice so it is sent to your contact. That way it won’t end up with the wrong person and cause payment delays.