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There's more to being a disc jockey than putting together seamless setlists that inspire people to hit the dance floor. You're also a business owner who deserves to get paid for your skills, hard work, and time. That's why it's crucial that you provide your clients with an accurate and professional invoice after each gig to make for a smoother payment process.
Skynova's invoice template helps DJs like yourself create customized invoices in minutes. Instead of downloading a Microsoft Word template or Microsoft Excel spreadsheet that might not fit your needs, our easy-to-use template allows you to export your invoice as a printable PDF and send bills directly to your clients. This means less time worrying about billing and more time creating the perfect mix. Learn more about how to create your free DJ invoice template after the invoice generator below.
Whether you're a solo DJ booking your own gigs or you run an event company that hires several entertainers, administrative duties likely aren't your favorite part of the job. Odds are you didn't become a DJ because of the paperwork. You were more likely drawn to the field because of a passion for music and meeting new people and the excitement of live events.
DJing is hard work, though, and you deserve prompt payment for your efforts. After all, the set you spin serves as the backdrop for your client's special day or a memorable night on the town if you work at a bar or club.
To track your payments, create a streamlined method for invoicing your clients using Skynova's invoice template. Our free template adds a professional touch to your payment process, making it easier than ever to get paid.
It's easy to use our template to create a comprehensive DJ invoice. Follow the steps outlined below to create an invoice that suits your company's needs.
The most important information to include at the top of your invoice is the names and addresses for yourself and your client. In our template, in the "From" field, you'll include your company or DJ name, as well as your address. Underneath that is the "To" field for the name and address of your client.
This information should be easy to read so there's no confusion for your client about who the invoice is from when they receive it. Consider including additional contact information, perhaps a phone number or email address, for both parties in this section, as well. This will make it easy to open the lines of communication if there are any questions regarding payment.
It's also important to double-check your client's address and contact information on file. Accidentally sending an invoice to the wrong address could delay the payment process.
You'll want a unique invoice number for each bill sent to clients. This invoice number plays an important role in tracking payments as they come in. Luckily, Skynova's platform will never let you save duplicate invoice numbers.
Why is a unique number important? When your client sends payment, they'll reference this invoice number in writing, either on a check or in a note enclosed with the payment. This way, you'll know what they're paying you for and you can keep accurate books for your business.
Because DJing can be a job with frequent clients, it might be difficult to track down money due for the gigs you've worked. Establishing an invoice with a due date will streamline this process.
It's standard practice for disc jockeys to receive a deposit ahead of an event. You might write two invoices for each client: one for a deposit and the other for the remainder due.
On each invoice, you need to first determine the invoice date. This is generally the day the invoice is created. You can enter that date in the "Invoice Date" field on our template.
Next is the due date, which gets trickier. First, you need to establish protocols for your business and stick to them every time. It is best practice to take a nonrefundable deposit from a client, and you'll need to determine when this deposit is due. Whether it's the same day they book you or within 14 days of the event, set a range that works best for you.
For the remainder owed, many DJs require full payment before the day of the event. Some ask for the remainder on the day of the event. Large events can be hectic and emotional, though. It's often easier to handle payment on a different day. Payment methods should also be established ahead of time, so clients should know whether they can pay by credit card, Paypal, cash, or more.
If you feel comfortable, you can email them a printable PDF document of the invoice to pay the remainder after the event or mail them a copy. Our invoicing software also allows you to send the finished invoice directly online without downloading it. Just set your due date, maybe within seven or 14 days. If you have a recurring gig at the same venue every week or month, you might feel comfortable giving that client more time to pay their invoice since you've established a relationship with them.
Whatever your policy on deposits and due dates, make sure the client knows it in advance and include it in your contract. Having everything in writing makes for a smoother payment process and helps you avoid sending payment reminders. When writing your invoice, include this due date in the "Due Date" field on our template.
When invoicing your clients, be sure to include the cost of any special supplies you purchased for their event. Most DJs already own their own equipment, which they bring from gig to gig, but specific events might require special supplies.
For instance, it's common for DJs to get those attending events excited and out on the dance floor. It's part of their job. Sometimes they'll do this with fun giveaways, like party hats, noisemakers, and leis.
These might seem like inexpensive items, but the costs can add up quickly, especially at larger events with more guests. Keep your receipts and accurately track how much you spend on items like these for each event. Then, add them up and include them on your invoice.
Skynova's blank DJ invoice template allows you to itemize these materials. Our invoice includes fields for the type of "Item" and "Description," as well as "Unit Price" (how much a single item costs) and "Quantity" (how many of this item you purchased for the gig.)
Once you enter the cost of supplies and quantity of each item, our DJ service invoice template does the math for you and automatically calculates the total amount for this line item.
Even a simple invoice should also track the work you performed and what that costs your client. Every DJ charges a little differently, but ultimately it depends on the event. For special events, like weddings, many will charge a flat rate for a fixed amount of time. For smaller events, like a birthday or office party, you'll likely charge an hourly rate.
Whichever way you choose to charge, make sure this is communicated with your client upfront. Also, put it all in writing when you sign your contract to avoid conflicts or confusion.
Whether you're charging by the hour or have a fixed rate, Skynova's blank invoice template lets you customize your invoice for each gig. If charging hourly, include the number of hours in the "Quantity" field of the invoice. The "Unit Price" will be your hourly rate. For fixed-rate packages, include the number "1" under "Quantity," presuming your client has only hired you for one event, and add that fixed rate under "Unit Price."
Once you enter numbers for your labor into the invoice, the template once again calculates the total amount for this line item.
Sometimes the best way to build your DJ business is through word-of-mouth. It might be smart to build a referral program in which you offer previous clients a discount for bringing you new gigs or a special discount for first-time clients.
Either way, our template makes it easy to include these discounts on your invoice. Simply select "Discount" under the "Item" drop-down menu. Then, in the "Unit Price" field, type in the amount of your discount. Let's say you're offering $50 off DJ services for an event. That will appear as a negative number, such as "-50." Then, in the "Quantity" field, include the number of discounts you're providing.
If you offer a discount on your services for a first-time client or a client referral — say $50 off four hours of work — you can include this on your invoice, as well. Under the "Item" drop-down menu, select "Discount."
Skynova will calculate the total discount amount for you. Our template will deduct this discount from the total amount your client owes you for services.
If you have additional information to convey to your client, our DJ invoice template includes a special "Notes" section just for this purpose. It's an ideal space to acknowledge that you've already received a deposit from your client or that you've applied a discount to their amount due. It's an extra space to communicate any additional thoughts or special instructions you might have.
Skynova's basic invoice template makes running your DJ company and growing your business a breeze. Our professional invoices are easy to create and simplify the payment process for your clients.
Even with the ease of our DJ invoice template, though, you still need to stay on top of your books and track your payments. To streamline this, we've compiled some additional tips and best practices to keep in mind when you're handling billing and payments for your DJ work.
As a DJ, it's important to communicate your terms and conditions clearly with your clients before agreeing to provide services for their events. It's best they know your rates and policies on deposits and due dates upfront. Getting both parties on the same page early on means you're less likely to have issues arise during the billing process.
In the field of event entertainment, it's standard to request a deposit ahead of the event. Many DJs even require half of what they're owed upfront. Don't be shy about asking for what's common in your field and fair to you since you're setting aside time in your schedule for their gig. If they cancel their event, you won't lose out entirely on the income you planned to receive from it. Use Skynova's deposit request template to bill your client for a portion of your payment upfront.
As a DJ, it's sometimes difficult to track down the money owed to you for events. Consider offering a small discount to clients who pay their invoices ahead of the event date. This will inspire prompt payments from your clients and you will have less to worry about.
To the outside world, it might look like being a DJ is all fun and games, but it also takes hard work, passion, and persistence. If you're making your living as a DJ, you're running a valid business that requires you to keep accurate accounting and to track all money coming in.
Skynova is dedicated to the development of small businesses and entrepreneurs. Our free templates and invoicing software are designed with your needs in mind and are easily customizable for each gig you book. This means less time focused on paperwork and more energy for your creative pursuits.