Download Free Band and Musician Invoice Templates

Download a template, then edit in PDF, Word, Excel, Google Docs or Google Sheets. Print or email when ready.

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Custom Band and Musician Invoice Template

Best for:

Logo, rider and contract fields.

Editable Band and Musician Invoice Template

Best for:

Edit backline, travel, overtime.

Printable Band and Musician Invoice Template

Best for:

Totals, deposit line, signatures, dates.

Free Band and Musician Invoice Template

Best for:

Set length, lineup, tech, song notes.

How to Invoice as a Band or Musician

Keep it simple: lock the date with a deposit, track the gig, then send a clean final bill with the credit applied.

Free Online Invoice Generator

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In 5 Steps:

Confirm the gig scope in writing, including date, set length, call time, travel, and gear.
Send a deposit invoice to hold the date and define payment terms.
Track hours, sets, and any agreed add-ons during the event with quick notes and receipts.
Create the final invoice, apply the deposit as a credit, and double-check totals.
Send the invoice with clear payment options and follow up on the due date.

Free Online Invoice Generator

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What to Include in a Band or Musician Invoice

These are the must-have fields for clear, compliant invoices that clients can process fast.

These are the must-have fields for clear, compliant invoices that clients can process fast.

Invoice number and issue date
Band or musician name and contact details
Client name and billing address
Performance date, start and end times, and set count
Venue name and address
Contract or booking ID
Deposit received reference and remaining balance
Tax ID or business registration (check local rules)
Payment terms, due date, and late fee policy
Payment methods and remittance details

Billing Scenarios for Bands and Musicians

How to label charges so every invoice makes sense the moment your clients see it.

Performance fee; Travel mileage

Private event with travel to the venue

Separates the show from the cost of getting there.

Booking deposit; Balance due

Date hold secured with a retainer

Shows what locks the date and what remains to be paid.

Additional set; Overtime rate

Event runs longer than planned

Makes extra time visible and approved.

PA system rental; Lighting rental

You provide sound or lighting

List accepted methods and exact remittance details. Include the account name and the reference format the client should use.

Custom song arrangement; Rehearsal time

Client requests a custom song

Covers the creative work and prep beyond the show.

Cancellation fee; Non-refundable deposit

Protects your held date and lost work.

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What bands and musicians usually bill for

Itemize performance fees, travel, equipment rental, and sound check with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Performance set (45–60 min)

Item

Booked per set in contract

Sets × set rate. Lock set length in writing and note encores as extra.

Setup & soundcheck

Time

Before doors to dial in sound

Hours × hourly rate. Include arrival window and stage plot requirements.

Travel time & mileage

Item

Out-of-town or long routes

Miles × mileage rate + Hours × travel rate. Note origin, route, and parking.

Overtime / set overrun

Time

When the show runs long

Hours × overtime rate. Get client approval before extending beyond the agreed end.

After-hours surcharge

Item

Load-out past venue quiet hours

Qty × surcharge rate. Define “after-hours” window in the agreement.

Equipment/PA rental

Item

You provide PA or monitors

Days × rental rate. List speakers, mixer, mics, stands; note delivery and pickup.

Backline hire

Item

Client requests instruments/amps

Days × rental rate. Specify make/model and responsibility for damage.

Custom song arrangement

Item

Requested cover or first-dance

Qty × arrangement rate + Rehearsal Time × hourly rate. Include revision limit.

Live recording on USB

Item

Taxable

Client wants a take-home recording

Units × media cost + Time × editing rate. Confirm recording consent and rights.

Performance license admin

Item

You handle cover licensing

Fee × pass-through as billed. Attach receipts or confirmations for records.

Save and reuse your music performance rates

Create a free account and save set fees, travel, and gear rental once, so nothing gets retyped.

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Common Band and Musician Invoicing Mistakes

Gigs are busy and paperwork slips. Use these quick fixes to prevent delays, disputes, and rewrites.

Mistake

How to fix it

Leaving out a clear due date delays payment.

Set a due date and net terms in the header. State late fees that comply with local rules.

Using vague wording leads to disputes over what was included.

Describe the service with set length, call time, and who performed. Keep notes short and plain.

Add your tax ID and any required registration. Note when taxes apply to your charges and say to check local rules.

List accepted methods and exact remittance details. Include the account name and the reference format the client should use.

Mixing hourly, per-set, and minimum call time without rules confuses totals.

Define your minimum call time and rounding in the terms. Use one unit for time-based work across the invoice.

Leaving off the contract or rider reference weakens your backing if terms are challenged.

Reference the signed agreement by title and ID. Attach the agreement so approvers can match terms.

Bands & Musicians Invoice FAQs

Price sets, travel, backline, and cancellations the right way. Line items, per diems, retainers, and terms that match a Bands & Musicians Invoice Template. clear answers.

How much deposit should I collect to hold a date?

Take a 25–50% nonrefundable retainer to lock the gig. Show it as a credit against the balance. Line item: Retainer to secure 10/12 show - 40% = $600.

How do I price travel, lodging, and per diem for out-of-town shows?

Bill mileage at your stated rate or actual fuel, plus hotel and per diem. Add parking and baggage for instruments. Line items: Mileage 220 mi x $0.70 = $154; Hotel 1 night = $165; Per diem 5 people x $45 = $225.

Who covers backline, PA, and sound engineer costs?

If the venue does not supply gear per your rider, bill rental and tech time. Spell out what you brought. Line items: PA rental = $250; Backline drum kit = $120; FOH engineer 4 hrs x $40 = $160.

How do I handle overtime when the set runs long or there’s an encore?

Price extensions by the quarter-hour or per extra song. Note your cutoff and curfew fees. Line items: Overtime 30 min = $150; Additional song request = $50.

What belongs on a wedding or corporate gig invoice?

List each part of the event with times, then add MC duties and special cues. Include ceremony, cocktail hour, reception, and DJ handoff if you do it. Line items: Ceremony duo 45 min = $400; Cocktail quartet 60 min = $650; Reception band 3x45-min sets = $2,400; MC service = $150.

How should I bill custom song requests or special arrangements?

Charge for charting, rehearsal, and a key change if needed. If you buy sheet music or tracks, add the pass-through. Line items: Custom arrangement 2 hrs x $60 = $120; Rehearsal 1.5 hrs x $60 = $90; Purchased backing track = $29.

What is a fair cancellation policy and how do I show it on the invoice?

Keep the retainer and charge a sliding fee by notice window. Weather and force majeure rules vary—check local rules. Line items: Cancellation within 7 days = 75% of performance fee = $1,125; Nonrefundable retainer already paid = $300.

For studio work, should I bill day rate or per song?

Use a day rate for long tracking dates and a per-song price for singles with limited edits. Cap revisions to avoid scope creep. Line items: Day rate 8 hrs = $600; Vocal comping 1 song = $120; Two revision rounds included.