What Is a DJ Invoice?
A DJ (disc jockey) invoice is a document that lets DJs bill clients for providing their services at an event. A DJ may issue an invoice before or after a wedding, bar/bat mitzvah, school dance, or another event. The invoice should clearly charge the person or group that booked the DJ’s services.
Why Use an Invoice as a DJ
- Makes the client accountable for paying for services by a certain date
- Lays out payment terms, including any penalties for late payments
- Helps you keep track of your earnings, which is important for filing your taxes
- Itemizes the prices of any special equipment or services so both parties are clear on what the client is paying for
What to Include on a DJ Invoice
When writing professional invoices for DJ gigs, be sure to include the following elements:
- Your name and contact information
- The client’s name and contact information
- A unique invoice number to keep a reliable record of all payments
- A record of all of the relevant work you’ve completed or will complete for the specific event
- An itemized list of expenses for which the client needs to pay (performance time, travel time, equipment provided, etc.)
- The total amount due, including the due date and process for payment
- Any penalties incurred by late payments
When you’re first forming a relationship with a client as a DJ, you can initiate a DJ independent contractor agreement to outline the terms and conditions of your arrangement.
How to Get Paid as a DJ
Follow these steps to ensure you receive payment as a DJ:
Step 1 – Plan Your Payment Process
Setting up an easy-to-follow payment process for clients is the first step to getting paid promptly as a professional DJ. Flexibility in allowing clients to pay through whichever method they find easiest can facilitate faster payments.
Taking checks is still standard practice for many professionals in the events industry. However, many clients will only want to pay by credit, meaning DJs should have a way for clients to pay by card in person and/or online. To take credit payments easily, you can find a merchant services provider that meets your needs.
No matter what you choose, preparing payment options up-front will help speed up the payment process and give customers a more pleasant experience when it comes time to pay.
Step 2 – Establish Payment Policies With Clients
Clear communication with clients can prevent disputes when it comes time for clients to pay. Make sure to discuss payment thoroughly and invite clients to ask any questions they may have ahead of time. Specify if you need:
- A downpayment up-front to help pay for supplies
- Payment within a specific period (i.e., within a week of the event)
- Extra payment for special requests
Ensure the client is clear on all these points before you start work for their gig. Putting down everything in writing as you progress will also help if any issues regarding payment arise.
Step 3 – Finalize and Deliver Your DJ Invoice
Write the invoice close to when details are decided upon, and update it as the project progresses with exact amounts and any additional costs that come up.
In ideal circumstances, delivering the invoice should happen as quickly as possible to give the client time to pay before the due date. After delivering the invoice either in person, by mail, or by email, let the client know you’re available to answer any further questions if necessary.
When is the right time to invoice your clients?
The exact timing of payment will depend on the agreement made ahead of time. Invoicing and payment usually occur either in advance of the event (once the details of the services have been agreed on) or after the event occurs. Many DJs ask for a deposit up front and the rest of the payment after services have been provided as a compromise between the two options.
Invoicing Tips and Best Practices for DJ Services
Here are some tips and best practices for the invoicing process when you’re providing DJ services:
Ensure the Invoice Reflects Previous Conversations
Ensure the invoice reflects the discussions from previous conversations with your clients. This way, they won’t be surprised by the contents of the final invoice. If you overlooked any expenses in the initial conversation about your billing process, update the client soon to maintain clarity.
Consider Providing Discounts
Consider providing a discount if the client pays the invoice on a date before you provide your DJ services. Ensure the discount you offer allows for profitability on your end but still encourages clients to pay ahead of time. This way, you won’t have to seek payment after the event is over.
Review Your Invoice Before Submitting It
Review your invoice before submitting it to your client to ensure it contains all of the upcoming expenses. Confirm that the language is clear and easy for the client to interpret.
DJ Invoice Sample
Download a DJ invoice template below in Word or PDF format.
