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musician invoice template

The Best Free Musician Invoice Template (Don't gig without it!)

musician invoice template

As a musician or performer, what would you rather do, keep writing invoices, or making music?

There are several invoice templates for musicians that you can use online or download to help you keep up with your financial matters. Stay tuned, and we’ll show you an even easier way at the end of this blog. 

Getting the right template will save you time, not only for fast and easy billing but it will help you during tax season. 

What Is An Invoice?

Before we jump in, let's get a few terms sorted out:

Invoice
A single document that makes a formal request for monetary payment from a supplier (person or company providing products or services) to a purchaser (person or company buying those products or services).
Receipt
Shorthand for "Receipt of Payment". This is a document issued from a supplier (seller of goods and services) to a purchaser (buyer of those goods and services) after a sale has been completed and the seller has transferred the goods to the buyer and the buyer has transferred payment to the seller.

We didn't want to assume you were an accounting or bookkeeping major, so we though we best get that sorted.

Is A Receipt An Invoice?

No. An invoice simply makes a request for money, whereas a receipt is proof that the money has been received for products or services rendered.

Typically, invoices and receipts are separate documents entirely. However, you can combine the two documents by simply providing a section on your invoice that serves as a register (a tally) of payments received toward that invoice.

Here's an example of what that might look like:

 invoice that is also a receipt

Musician Invoice Templates You Can Use Now

We've got 3 ways for you to make invoice templates that you can use right now. Just choose a link below to get started:

Google Sheets

This invoice has been customized to include the booking (gig) details and some payment instructions. This is helpful for bandleaders to reference your invoice with the correct booking so there aren't any mixups.

To use this template:

  1. Make a copy of the Google Sheet (save to your own Google Drive)
  2. Edit the fields with your information
  3. Download a copy and send it



invoice for musicians
Get The Template

Invoice-Generator

Generate a beautiful invoice straight from your web browser. No account required. Just fill in your details and "send invoice".

invoice generator
Use The Generator

Back On Stage App

If you're a musician looking to generate gig invoices, this app is the best thing out there. It is band management software built specifically for bandleaders and musicians.

To generate a musician invoice with Back On Stage, your band will need to be using the app already (get your bandleader to signup - they'll create the band account). Then, all you have to do is:

  1. Login to your musician account
  2. Navigate to gig that you need an invoice for (Just use your dashboard calendar)
  3. At the bottom, hit "Finances" then "Print Invoice"

BOS makes an invoice for musicians

The best part is, you don't have to input any information. Your user profile feeds all your necessary details into the invoice fields automatically and the gig details and rate amounts (including any applicable taxes), are automatically pulled from the gig details entered by your bandleader.

Here's an example of the musician payout invoice:

sample musician invoice template from back on stage app

Sample Musician Invoice Generated From Back On Stage

This is a fully automated solution and will save you loads of time.

It's hard to find good accounting software for musicians, so this app is a no-brainer. Ask your bandleader to sign up for Back On Stage today:

Invite My Bandleader

How Do I Make My Own Invoice Template?

Maybe you're wondering, "Is there an invoice template in Google Docs?" or "Is there an invoice template in Microsoft Word?" Yes, there are invoice templates in Microsoft Word and in Google Docs.

However, we suggest that you forgo those options and instead use the invoice templates inside Microsoft Excel or Google Sheets. Google Sheets is free, so why not start there?

We recommend this because MS Word and Google Docs are primarily word processing applications, and what we need for a great music gig invoice template is a spreadsheet software (for processing numbers).

To create your own music invoice template:

  1. Open my Google Sheets template 
  2. Choose File > Make A Copy
  3. Save it to your own Google Drive (Name it "My Invoice Template")

That's it. Now you'll have a template there when you need it. But lets go over all the fields on the invoice for clarity.

What Do I Put On My Music Gig Invoice?

Has anyone ever asked you to send them a money request in invoice format, and you scratched your head wondering "What is Invoice format"? 

Invoice format simply refers to all the following items, neatly arranged on a page:

  1. The Header
    1. Your name (or company name) and address - make sure you include your complete mailing address. You don't want your mailed payments getting lost!
    2. Your logo (optional)
    3. Invoice To: Purchaser name and address 
    4. Date Created
    5. Due Date - the latest date you wish to be paid
    6. Unique invoice number - the purchaser will often use this number to reference your invoice when they send payment. Don't risk mismatching payments with duplicate or non-existent invoice numbers!
  2. The Body
    1. Table of products or services being sold, including description, quantity, rate and total amount
    2. At the bottom of the table, include the subtotal, discounts, tax total, and finally, the TOTAL (aka Amount Due, Total Payable etc)
  3. The Footer
    1. Notes - Note any pertinent job-related details here. You can also use the space to say "Thanks for the gig"
    2. Payment options (optional) - make a list of payment types you accept and include instructions if needed, like a PayPal link or "make check payable to:" 
    3. Payments received - especially if you require deposits (partial payments) for bookings, you'll want to include a table that shows date of payment, payment amount, payment method, transaction/check number and remaining balance owing
    4. Terms (optional) - you can include terms like "2.5% interest charged on all accounts overdue 30 days"

gig invoice template

Why Use a Musician Invoice Template?

There are three reasons every musician or band needs to use an invoice for each gig. 

  1. It Saves Time. Our band did a time analysis for administrative tasks. We found out that writing up a contract, the invoice, and sending them took an hour per gig. Since we’ve started using invoice and contract templates, we’ve cut that time to just a few minutes. 
  2. It makes a paper trail. It helps bands and individual performers to improve their accounting practices. Invoices save time and money during tax time. They document revenue, expenses, and overall growth.
  3. Avoid costly errors. Writing a new invoice from scratch for each gig creates more opportunities to make mistakes. A template preserves all of the necessary information, such as dollar amounts. It’s easy to miss a decimal point if you are in a hurry or distracted, and that can ruin your week. 
  4. It looks professional and you'll get paid faster. By providing a well-designed invoice, bandleaders or clients will treat you with more respect. You look professional instead of doing risky business with a handshake or writing something on a bar nap. Sending an invoice makes it easier for the venue owners and anyone booking your services to know precisely the people and services for which they are paying. Using an invoice template makes it easy for you too.

 

Use Three Types of Invoices to Bill Customers

There are three types of invoices every musician or bandleader needs to have in their toolbox. 

  1. The Standard Invoice - A standard invoice is the most common for musicians. It details the list of their services, the payment deadline, and the total amount due. It can be sent to your bandleader or client before or after the gig.
  2. The Prepayment Invoice - Musicians use this invoice to request a deposit or payment in advance. If you’re unsure whether a bandleader or client is going to pay you, use a prepayment invoice to protect yourself. 
  3. Recurring Invoice – A recurring invoice can save you time if you play a regularly scheduled gig at the same venue. You can generate the invoice automatically for weekly or monthly billing. You'll need fancy accounting software to set this kind of invoice up automatically. But if you're gigging enough, the price for the software might be worth it. 

By having each of these invoices as templates, you can generate billing on the spot, depending on your situation.

Merge Your Invoice Template with the Contract

We're getting more into bandleader territory here, but if that's you, read on!

You already know that you need to use an invoice if you want to get paid. What if you could automatically combine the information from the invoice to write the contract?

By using templates and populating the data from the forms you already have, you can save hours each week.

Here’s the solution we alluded to up top.

The Back On Stage App Automates Writing Contracts and Invoices 

A band leader developed this app for other bandleaders and musicians. Back On Stage merges the CRM (Client Relationship Management) information with all the different tools band leaders use, like invoicing, setlist builders, and social media scheduling. 

Once you have a client’s information and gig details in the system, creating contracts and invoices takes only a few clicks. The gig details that can sometimes take 3+ hours to get organized, only take about 8 minutes with Back On Stage.

You set up a customized invoice, contract, and email templates in the app. Sending the invoice is a snap. Create a new booking and then create the invoice, and send it with a personalized message from the built-in email service.

Just check out this video that explains the app in detail:

 

 

One of the benefits of automated invoicing is that you have everything organized for year-end account reporting - no more lost invoices or shoeboxes full of paperwork.

Cash is king, but e-Transfers, debit cards, and online payment methods are the king’s younger brother. What good is sending an invoice if you can’t accept the client’s preferred payment method?

The Back On Stage app integrates with PayPal so you can accept a variety of payment options including all sorts of credit cards and even some debit cards. You’ll get paid faster and avoid excuses about getting your money.

And What About Paying Musicians and Musician Invoices?

As a bandleader, you can spend hours just sending payments and doing bookkeeping after a few gigs. You need an option that makes easy payment for musicians a reality!

After the gig is over and you want to pay all your musicians (assuming you’re the bandleader), It’s essential to keep a paper trail of the payments you make to musicians also. Possibly even more important than keeping track of your income.

If you ever get audited by your national revenue agency, they will assume that all the money you deposited to your bank account was income. They will want to tax you on ALL OF IT!

If you don’t want to pay tax on all of this revenue, you’ll need to have solid proof of what you paid out, why you paid it, when, and to whom.

Having an invoice trail is the best way to prove your payments.

For a bandleader, as a best practice, you’ll want to make sure that you get invoices from all your musicians before you send out payments after a gig. These invoices should include:

  1. Musician’s full name, address and tax number
  2. Bill to: Name, address (this is YOUR company or band name)
  3. Details of services provided
  4. Date of the gig, location
  5. Fees + tax (if applicable) 
  6. Payment due date
  7. Invoice number (helpful for filing and reference when collecting payments)

Here’s an example of what that might look like:

musician invoice template

Accounting tools like Quickbooks, Freshbooks, or Invoice-generator.com can help you make an invoice too, but if you use Back On Stage, you don’t have to worry about a thing!

Back On Stage Makes Your Musician Invoices Automatically

If all of the above has your brain swimming, don’t panic. If you are the bandleader and manage your band with Back On Stage, you can just go to bed after the gig. (and if you're a musician, tell your bandleader to start using Back on Stage NOW!)

Our app can take care of paying all your musicians automatically at a time you choose. The moment the app sends the payments, the bandleader and the musician(s) will each receive an email with the “PAID” musician’s invoice attached.

Sample Automated Payment/Invoice Email

musician invoice paid template email

You’ll each have a paper trail of the money, and our app fills in all of the invoice fields with the relevant gig details!

Bandleaders no longer have to chase musicians for their invoices, and musicians don’t even have to lift a finger!

Further to that, if a bandleader or musician ever looses their copy of an invoice, getting another copy is as easy as logging in to Back On Stage to retrieve it!

Just navigate to the booking you need an invoice from, head over to the Finances tab and press the "Print Invoice" button.

Access Auto-Generated Invoices Anytime

login to access musician invoice from back on stage

To make your musical life more manageable, learn more about automated contracts, musician invoices, and integrated payment methods. Check out the list of Back On Stage features to find out if this all-in-one band software is right for you. 

About The Author

reuben avery bandleader and musician

Reuben Avery

Reuben is a bandleader and musician from Vancouver, BC. When he's not busy organizing gigs for his 9-piece funk band, he enjoys practicing his trumpet and learning about web development.

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