Free DJ Invoice Template
Bill performance hours, overtime, sound, lighting and travel with the event date, venue and deposit on the invoice. Download it free in Word, Excel or PDF, or fill it in online.
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Filled-out sample DJ invoice. The download is the blank version.
Prefer to fill it out yourself? Download a blank template to print or edit.
What to Put on a DJ Invoice
A DJ invoice ties a payment to one event. Include these items:
DJ Invoice Checklist:
- Your details: your name or company, contact information and payment methods
- Client: the person or company booking you, and the contact on the day
- Event details: the event date, the venue name and address, and the start and end times
- Performance hours: the hours booked and your hourly or package rate
- Overtime: your rate for each hour past the end time, billed after the event
- Equipment and services: sound system, lighting, ceremony sound, MC services and setup
- Travel and load-in: a travel fee or mileage, and any extra charge for stairs or a long carry
- Deposit and balance: what was paid to hold the date and what is still owed
- Cancellation terms: what happens to the deposit if the client cancels
Hours, Overtime and Packages
Some DJs sell a package, such as five hours with sound included. Others bill hours and add each service as a line. Either way, show the hours booked and the overtime rate. If the event runs long, add overtime as its own line with the extra time, for example "Overtime, 1 hr". It keeps a long night from turning into an argument.
Deposit Paid and Balance Due
Most DJs take a deposit or retainer to hold the date and collect the balance before the event, often a week or a few days out. Show the full price, the deposit received and the balance on the invoice. Put the deposit in the notes or the payment line. Keep the line items at the full price. Say whether the deposit is refundable, and under what conditions.
Sound, Lighting, MC and Ceremony Setup
List add-ons on their own lines so the client can see what each costs and drop one if needed. Typical lines are a lighting package, ceremony sound with a wireless mic, MC services, a second speaker for cocktail hour and a dance floor light. For a wedding, a ceremony setup at a different location from the reception is worth its own line, because it means a second setup and teardown.
Travel, Load-In, Requests and Cancellations
Charge a travel fee beyond your local area, and add a load-in fee for venues with stairs, a long carry or limited access. Reference the song request list and the do-not-play list the client gave you, so it is on record. State your cancellation terms in the notes, such as the deposit being non-refundable inside 30 days of the event. Your contract controls the details.
Example DJ Invoice
Here is what a DJ invoice looks like using our template. Amounts are examples only:
How to Use
- 01Pick Word, Excel or PDF above, or choose the online builder.
- 02Add your details, the client, the event date, the venue and the start and end times.
- 03List performance hours, overtime, equipment and travel on separate lines.
- 04Add the deposit received, the balance due and the due date in the notes.
- 05Add cancellation terms, then send the invoice before the event.
Ready to Create Your Invoice?
Choose your preferred format below: online builder or downloadable template.
Create Online (Free)
No sign-up required · Takes ~60 seconds
Download Blank Template
No sign-up · Instant download
Prefer to fill it out yourself? Download a blank template to print or edit.
Common Questions About DJ Invoices
How do I invoice as a DJ?
Include your details, the client, the event date, venue and times, the hours booked and rate, any equipment or service add-ons, travel, the deposit received, the balance due and your cancellation terms.
When should a DJ send the invoice?
Send a deposit invoice when the client books, and a final invoice for the balance before the event. Many DJs ask for the balance a week out so the event day is only about the performance.
How do I show a deposit on a DJ invoice?
Keep the line items at the full price and note the deposit received and the balance due beneath the total. That way the invoice still shows what the event cost.
How do I bill overtime?
State the overtime rate in your agreement and on the invoice. If the event runs past the end time, add a separate line with the extra hours and the rate.
What should DJ cancellation terms say?
How much notice is needed, whether the deposit is refundable and what happens if the client cancels close to the date. Put the short version in the notes and the full terms in your contract.
Is this DJ invoice template free?
Yes. The Word, Excel and PDF downloads are free, with no sign-up and no watermark, and the online builder needs no account.
Other Invoice Templates
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