Free Downloadable DJ Invoice Template

Are you a professional DJ who regularly provides the soundtrack to local weddings? Perhaps you’re a budding talent ready to make a name for yourself at club gigs nationwide, or maybe you play music at local restaurants. Download our free DJ invoice template to collect payment from your clients.


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What types of items are on a DJing invoice?


There are many different types of disc jockeys, and how you itemize and send invoices depends on the kind of events you’re working. A typical DJing invoice should include consulting, travel, lodging, rental fees, and labour costs. The items may change depending on your contract. If you’re playing a local venue, travel and lodging expenses may not apply.


Consultation Fee


Before the event, did you meet with the host or promoter to discuss specific details? A wedding planner may want to get together with you to discuss which songs you’re going to play, as well as the cues you need to recognize so you know exactly when it’s time to play them. Some DJs offer consulting at a flat rate, but an hourly rate is more common. Beyond that initial meeting, you may also need to bill for services performed outside of the event. Did you spend a few hours at home putting together a custom-tailored playlist for the event? If so, you might decide to charge for your time.


What are some chargeable travel expenses?


It’s important that you discuss travel reimbursement before signing the event contract. Did you have to pay for your flight across the country? Or, do you want funds to cover gas expenses after driving across town? Be sure to keep track of exactly how much you spent on travel, and don’t forget to save receipts.


When should I charge for lodging?


Like travel, lodging costs may not always apply. However, if you’re a late-night DJ playing an out-of-town club, you may want to have a hotel stay in your contract. Or, say you’re DJing a wedding at small boutique hotel. The hotel’s rooms might already be booked by the wedding party, so you may need to find accommodations elsewhere. It’s always smart to book your travel and lodging well in advance, then simply include these costs on the invoice. That way, you know your lodging plans are covered before the big event.


Rental Fees


Many DJs supplement their income by renting PA systems and other stage gear, such as lights. Are your DJ and equipment rental businesses separate entities, or do they go hand-in-hand? You can include your rental fees on your invoice, or you may want to use a separate invoice, depending on how you handle accounting.


Labour Costs


Whether you charge a flat or hourly rate, the labour category is where you charge for your time on the stage. This rate may be different from your consultation rate, especially if your performance includes intellectual property unique to you. After all, DJing is a skill, and you’re performing your craft. In addition to charging for your time performing, you may also want to invoice your clients for labour performed to set up the show. Did you need to bring and load your own sound equipment? Did you have to set up the stage lights on your own? These questions factor into your final labour cost.


When should I present clients with an invoice?


You could provide a physical or printable invoice at the end of the event, but promoters and hosts are usually busy with guests, meaning it’s not the best timing to discuss payment. QuickBooks Online makes it easy to automate the invoicing process so you can end the evening on a positive note with a smile and a handshake — let the software take care of the rest.