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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Who Should Use a DJ Contract Template 

As a DJ, you’re a professional supplier for events. It is advised that you make sure the two parties have an agreement for the day of the event. You can draw this agreement with a professional DJ Contract Template.

The contract should include the date and time of the event, your fees (by hour or event) , and Termination (terms of cancellation by either party). You can also include a list of duties and 

Responsibilities. Having this document ready for each job will make it easier to account for your services and track client accounts come the billing process.

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. For example, the wedding DJ template may look different than that of a club DJ. Typically DJ invoice templates 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. 

Don’t forget to include a unique invoice number, your DJ name and business name, an address and contact details, and customer information. The more you have tailored an invoice to a customer, the easier it will be to use that template to fill in details for other jobs in the future. Be sure to also include the following details. 

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. Keep a detailed tab of all these additional expenses and add it to the invoice for transparency in billing.

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 DJ 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 and the services provided to clients. 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 total cost of labour. 

Invoice Payment Terms 

Payment information is a must for any invoice, including a DJ invoice. This will illustrate to customers when and how they can pay you for your DJ services. The invoice payment terms should include the following:

  • Whether the payment is due up front or after the gig is complete
  • The due date for the payment
  • Penalty for late payment
  • Acceptable payment method

Having this information clearly stated on each invoice will ensure you get paid promptly. Find more about invoice payment terms here.

What are Some Chargeable Travel Expenses for a Wedding DJ Template?

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. 

When Should I Present Clients with an Invoice?

There are many ways to send an invoice, like handing it in person 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. Therefore, try to send professional invoices at a time that you know your client is free to look at the document. You might even consider using invoicing software to help you with this process. 

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.

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