DJ performance invoice
Invoice template for mobile and club DJs: performance playlist preparation, live DJ performance and DJ equipment rental. Download it as Excel or Word.
Templates by industry
- Performance playlist preparation
- Live DJ performance
- DJ equipment rental
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Performance playlist preparation" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "DJ equipment rental". Confirm actual operating hours and supplied quantities with the event contact and record approved extras.
Send the billing record
Send the final charges, delivery reference and due date to the customer, then reconcile payment against the invoice number.
Mobile and club DJs send this invoice after a booking, whether a wedding, a private party or a club night. It splits the preparation of the playlist, often agreed with the client weeks ahead, from the hours played on the night and from the sound and lighting equipment brought along. If the party asked you to play past the booked end time, bill the overtime on its own line with the hours, so the agreed fee stays visible as it was.
Fields to prepare
- Deliverables and line items
- Performance playlist preparation, Live DJ performance, DJ equipment rental: record the quantities actually supplied and the service period.
- Performance playlist preparation
- Bill it once per event and mention any requests list or special edit, such as a first-dance cut, you prepared.
- Live DJ performance
- Enter the booked hours as the quantity at your hourly rate, or one set at a fixed fee, and add overtime as a separate line.
- DJ equipment rental
- List the speakers, mixer and lights you supplied, and say whether setup and pack-down time is included.
- Event details and time
- Record the date, venue, attendance, and setup, rehearsal, operating and removal times.
- Staffing and supplies
- Specify staff counts and hours, supplied items and the responsibilities of external vendors.
- Scope to agree
- Separate playlist preparation, actual and overtime performance hours, rental equipment and setup time.
Before sending
- Does “Performance playlist preparation” show the quantity actually supplied, not the quantity first quoted?
- Is “Live DJ performance” charged at the rate the customer agreed to, with any change approved?
- Is “DJ equipment rental” finished and accepted, or does it belong on a later invoice?
Show 3 more
- Agree when attendance and schedules are finalized and how later changes are charged.
- Check whether overtime, transport, setup and removal are included.
- Match completed work to the order or approval record, and confirm the payment due date and amounts already received.
Worked example with sample figures
The figures below are invented to show how the template adds up: 3 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Performance playlist preparation | 2 × $95.00 | $190.00 |
| Live DJ performance | 8 × $450.00 | $3,600.00 |
| DJ equipment rental | 6 × $120.00 | $720.00 |
| Subtotal | $4,510.00 | |
| Sales tax (8%) | $360.80 | |
| Total | $4,870.80 | |
Net amount $4,510.00, sales tax $360.80, total payable $4,870.80.
What the document must show
The details an invoice has to show, and why each one matters, are set out in the guide below.
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending.
Official rate reference: US government: state and local taxes
Full requirements: How to write an invoice: a step-by-step example
Frequently asked questions
What if the venue’s own sound system was used?
Remove or reduce the equipment rental line and note that the venue system was used. If you brought only a controller and headphones, say so in the description, so the client does not pay for speakers that stayed in the van.
Should travel to a distant venue be charged?
If your fee covers a set distance, bill travel beyond it as a separate line with the distance or a fixed charge, as agreed in the booking. An overnight stay after a late finish far from home goes on its own line too.
Can the overtime rate differ from the main rate?
Yes, if it was agreed. Write the rate in the overtime line and refer to the booking confirmation, since overtime is often agreed on the night with whoever is in charge rather than with the person who pays.
How is the sales tax worked out on this invoice?
The worked example above uses an example rate of 8%: $360.80 on a net amount of $4,510.00, for a total of $4,870.80. The editor recalculates all three when you change a quantity, a price or the country.
How should I number invoices?
Use one unbroken sequence per business, never reuse a number, and issue a credit note rather than deleting an invoice you have already sent.
Read next
Reading for the DJ performance invoice: How to write an invoice: a step-by-step example and Invoice numbering: sequences and corrections. The VAT and GST calculator works out the tax line for you.