Musician performance invoice
Invoice template for musicians and bands: performance, rehearsal and sound equipment. Fill it in online, download Excel or Word, or print to PDF.
Templates by industry
- Performance
- Rehearsal
- Sound equipment
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Performance" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "Sound equipment". 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.
Musicians invoice after weddings, company dinners, festivals and theatre runs, and the person paying has often not heard the music: an events manager, a booking agent or a company's accounts team. They check the invoice against the booking confirmation. This template lists the performance, any paid rehearsal and the sound equipment you brought, which makes it easy to show an extra set or a second rehearsal that was added after the booking.
Fields to prepare
- Deliverables and line items
- Performance, Rehearsal, Sound equipment: record the quantities actually supplied and the service period.
- Performance
- Give the date, venue, number and length of sets and the line-up, for example a four-piece band, and put overtime per half hour on a separate line.
- Rehearsal
- Bill rehearsals beyond what the fee includes, with dates and length, such as a run-through with the choir on the day before.
- Sound equipment
- Describe the PA, lighting or backline you supplied and the setup time; if you hired it in, you can bill the hire cost here with the receipt.
- 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
- Set the playing time and number of sets, whether rehearsal is included, and who provides the equipment.
Before sending
- Does “Performance” show the quantity actually supplied, not the quantity first quoted?
- Is “Rehearsal” charged at the rate the customer agreed to, with any change approved?
- Is “Sound equipment” 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 | 20 × $80.00 | $1,600.00 |
| Rehearsal | 6 × $650.00 | $3,900.00 |
| Sound equipment | 1 × $750.00 | $750.00 |
| Subtotal | $6,250.00 | |
| Sales tax (8%) | $500.00 | |
| Total | $6,750.00 | |
Net amount $6,250.00, sales tax $500.00, total payable $6,750.00.
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
Does each band member send the client an invoice?
No. Invoice the client once, as the band or its leader, with the line-up on the performance line. How you pay the other players is between you and them; the client only needs one invoice and one set of payment details.
Can I charge for travel and meals on a longer engagement?
If the booking confirmation provides for it, yes. Add travel by distance or fare and any accommodation as separate lines, and note meals the venue provided instead, so nothing is charged twice.
How is the sales tax worked out on this invoice?
The worked example above uses an example rate of 8%: $500.00 on a net amount of $6,250.00, for a total of $6,750.00. The editor recalculates all three when you change a quantity, a price or the country.
Can I download it as Excel, Word or PDF?
Yes. A PDF needs no account: fill in the template and use Print / PDF. The Excel and Word files download from this page with a free account, and the spreadsheet keeps its formulas, so changing a quantity updates the tax and the total.
Can I email it to the customer?
Yes, from your own mail app. With a free account, the editor’s download menu offers Email this document, which opens your mail app with a message about the document already written. QuoteBill sends nothing itself, so save the PDF and attach it before you send.
Read next
Reading for the Musician performance invoice: How to write an invoice: a step-by-step example and Credit note vs invoice (and credit memo): how to issue one. The VAT and GST calculator works out the tax line for you.