Download Free DJ Invoice Templates

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

Sheets, Excel, Word and Doc Templates Coming November 21, 2025.

Custom DJ Invoice Template

Best for:

Logo, rider and contract fields.

Editable DJ Invoice Template

Best for:

Edit extras, travel, overtime rates.

Printable DJ Invoice Template

Best for:

Totals, deposit line, signatures, dates.

Free DJ Invoice Template

Best for:

Event, hours, setup, playlist notes.

How to Invoice as a DJ

Turn your booking into a clear bill that covers time, gear, and any changes.

Free Online Invoice Generator

☝️ No sign-in. Save as PDF.

In 5 Steps:

Confirm the gig details with the client, including date, hours, rooms, and setup needs.
Build an estimate that separates performance time, equipment, setup and teardown, and travel.
Create and send the invoice with a deposit due to reserve the date and terms.
Record the deposit once paid and note the credit on the invoice.
After the event, reconcile actual hours and add-ons, apply the deposit, and issue the final balance with a clear due date.

Free Online Invoice Generator

☝️ No sign-in. Save as PDF.

What to Include in a DJ Invoice

These are the must-have fields for clear, compliant invoices.

Business name and contact info
Client name and on-site mobile
Invoice number
Invoice date and payment due date
Event date, start and end times, and venue address
Scope of work summary for performance, MC, and equipment
Itemized equipment with quantities and day rate
Labor detail for setup, teardown, and crew
Totals showing subtotal, tax, deposit applied, and balance due
Compliance IDs: tax ID, insurance policy number, and any permit numbers (check local rules)

Billing Scenarios for DJs

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

Second system setup; Additional technician

Two rooms or areas need sound at the same time

Separate systems and crew are required to cover both spaces.

Early load-in; Equipment hold

Venue requires early load-in the day before

Gear must be staged in advance and stored safely.

Additional hour; Late load-out

Event runs past the contracted end time

Extra performance and crew time is delivered on-site.

LED uplighting package; Lighting operator

Client adds a room-wash or uplighting package

Keep a dated change log and require written approval before adding work. Reference the approval on the invoice and final total.

Wireless lapel mic; Ceremony music cueing

Ceremony audio is added to a reception booking

Mics and cueing support are needed for vows and readings.

Custom song edit; Rehearsal cueing

Editing and timing work are done before the event.

Free Online Invoice

No sign-in. Save as PDF.

Create a Free Account

☝️ Risk-free 30-day trial.

What DJs usually bill for

Itemize performance hours, setup and teardown, travel, and extras with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

DJ performance time

Time

Booked set hours

Hours × hourly rate. Block sets in advance and confirm required breaks with the venue.

MC/emcee hosting

Time

Handling announcements

Hours × hourly rate. Use when handling intros, toasts, and timeline cues on mic.

Ceremony audio package

Item

Separate ceremony system

Item × unit rate. Includes small PA, mixer, and operator; separate from reception rig.

Additional speaker/zone

Item

Extra room or coverage

Each × unit rate. Size for room or outdoor coverage; minimize spill to neighbors.

Wireless microphone set

Item

Extra handheld or lav

Each × unit rate. Includes transmitter, receiver, clip or handheld, and fresh batteries.

Uplighting fixture

Item

Perimeter mood lighting

Each × unit rate. Place perimeter lights to match palette; test power and cable runs.

Setup & strike labor

Time

Early load-in or long carry

Hours × hourly rate. Use for early load-in, long carries, elevators, or complex stages.

After-hours overtime

Time

Event runs past end

Hours × overtime rate. Bill in half-hour increments when events run past contracted end.

Travel & mileage

Item

Venue beyond base radius

Miles × rate or Pass-through as billed. Include parking and tolls with receipt.

Custom monogram gobo disc

Item

Taxable

Client wants keepsake

Qty × unit cost. Client keeps the disc; archive the artwork for future events.

Save and reuse your DJ packages and rates

Create a free account and save set hours, setup fees, travel, and add-ons once, so nothing gets retyped.

Create a Free Account

☝️ Risk-free 30-day trial. No card.

Common DJ Invoicing Mistakes

These slipups delay payment and create friction. Use the fixes to keep bills clear and approved fast.

Mistake

How to fix it

Bundling performance, gear, and travel into one lump line hides value and invites pushback.

Break the bill into separate lines with units and quantities. Show hours for labor and days or pieces for equipment.

Skipping deposit and cancellation terms leads to misunderstandings and chargebacks.

State the retainer amount, due on booking, and the cancellation schedule in writing. Note that terms may vary, so check local rules.

Specify mileage basis, parking or tolls, and any per diem or lodging if needed. Show how you calculate distance and time.

Keep a dated change log and require written approval before adding work. Reference the approval on the invoice and final total.

Omitting power and setup requirements creates delays and safety risks.

List required circuits, outlet counts, and who provides generators or power drops. If requirements are regulated, check local rules.

Missing insurance and permit identifiers can block venue access or payment.

Add your policy number and COI reference plus any amplified sound or event permit IDs on the invoice. Provide copies on request and check local rules.

DJs Invoice FAQs

Pricing sets, gear rental, travel, lighting, MC work, and overtime. Terms that get you paid faster and protect your date. DJs Invoice Template guidance, clear answers.

How should I bill for setup and teardown time?

Bill it as labor, separate from performance hours. Add a fixed block or hourly rate. Example: “Setup/Tear-down, 1.5 hrs @ $60/hr = $90.”

What’s the right way to charge for travel to a venue?

Use a per-mile rate or a flat zone fee. Add parking or tolls when they apply. Example: “Travel, 40 miles @ $0.75/mile = $30.”

How do I price overtime when the party runs late?

Publish an overtime rate per 30 minutes and require cash or card approval before you continue. Example: “Overtime, 30 min @ $125 = $125.”

What belongs on a wedding DJ invoice?

List package name, set length, MC services, gear, lighting, and venue details. Include retainer paid and balance due. Example: “Gold Package 4 hrs = $1,200; Wireless Mic = $40; Uplighting, 8 fixtures @ $20 = $160.”

How do I itemize lighting and special effects?

Break out each add-on by quantity and rate so clients can pick. Note any venue restrictions on haze or fog. Example: “Dancefloor Lighting Kit = $95; Cold Sparks, 2 units @ $150 = $300.”

Can I charge a nonrefundable retainer, and how do I show it?

Yes. Show it as a payment applied to the event total with clear due dates. Example: “Retainer Received on 06/10, -$300; Remaining Balance = $900.”

How do I handle cancellations and date changes?

Spell out deadlines and fees tied to how close you are to the event. For reschedules, apply the retainer once if the new date is available. Example: “Cancellation inside 14 days: 50% of total.”

Do I need to add tax or music licensing fees?

Sales tax on services and rentals varies by state and city. Performance rights fees are usually the venue’s job, but rules vary—check local rules. Example: “State Sales Tax, 7% = $91.”