As a freelance professional musician, you invest a lot of your time and efforts into making every performance a success. From rehearsals, marketing yourself (or band), to meeting clients and landing gigs, you really have a lot on your plate. So when it's time to request payment for your hard work, you want invoices that reflect your professionalism and help you get paid faster.
A well-designed invoice can not only improve your business cash-flow but it can also help you create a trusting relationship with your clients by providing transparency and peace of mind. You don't have to spend hours behind a desk writing and proofreading every single invoice to make sure all important information is in place. Instead, create your own musician invoice template that you can easily fill in with customer-specific information and be ready to send perfect invoices in minutes.
Read on to find out what important elements should be covered on your invoice template.
Note: Bonsai offers you an all-in-one product suite featuring invoicing and accounting software to bill clients and keep your paperwork organized. From seamlessly creating and sending invoices to receiving payments and doing your taxes, our tools will help you run your business like a pro.
Essential Elements of a Musician Invoice Template
When creating your musician invoice template you want to make sure all important details are covered including business-related information and payment instructions. At the same time, you want to make it simple and easy to understand for your clients as this will increase your chances of prompt payments.
For flawless musician invoices every time, include the following essential elements on your template.
Start your musician invoice template by adding a section for your stage name, band name, or any business name you may be registered under. Include as well your contact details such as phone number, email address and website if applicable. You can add a few lines to mention the services you specialize in such as wedding performances, recording sessions, conducting orchestras etc.
For more professional invoices, add your business logo, certifications, registered trademarks or any other branding elements that can make your musician invoice stand out and be easily recognizable for your clients.
Venue and Client Information
Next, include a section for the venue and client's contact information. Add their full name, address, phone number, billing address and email address if you are billing via email. You may also include the name of the event you are performing at and the dates of the performance.
Invoice Number and Date
Make sure all of your invoices are numbered to help you keep well-organized accounting records. Keep in mind, if you are providing your services to a large corporation they will not accept invoices without a unique invoice number. You should also add the invoice date (when the invoice is sent out, not created) so you can determine the payment due date and apply any late fees when applicable.
Your musician invoice template must have enough space for a detailed list of the services provided. Include all important details regarding the performance such as number of sets, length agreed upon, as well as your hourly or flat rate. If you are charging on an hourly basis you may also add a timesheet to clearly show the time spent on the performance and leave no room for misunderstandings with your clients.
If you provide any additional services such as performance coaching, song-writing or extra expenses to be charged to your client such as travel costs, provide a short description as well as the cost for each. Even though these extra fees have previously been agreed upon with your clients, make sure you clearly specify what the charges are for.
The totals section of your musician invoice template should have separate lines to specify the subtotal (cost of all services provided before taxes) then add any applicable service taxes, and provide the final amount due. If you are applying any discounts for charity events, referrals, or corporate clients, this is the ideal section to highlight it. You want to subtract the discount amount from the subtotal, then add the taxes and provide a brief description so your clients know they are getting a great deal for your services.
If you want to get paid faster, make sure this section of your musician invoice template is as detailed and easy to understand as possible. Start by providing your clients with all the accepted payment methods such as credit/debit cards, cash, checks, online payments or ACH transfers. Include the corresponding bank account numbers, payment links, and mailing address for checks.
Additionally, remind your clients of the payment due date, applicable late fees and payment arrangements available. You may also offer incentives or discounts for early payments.
Leave a small section at the end of your invoice template to add a personal note or a message to thank your clients for their business. You can also let them know of other services you offer if you think they might be interested, as well as future promotions or referral offers. This simple addition can increase client loyalty and even lead to more gigs.
Use Our Free Musician Invoice Template
You already spend most of your time performing and making sure every aspect of your business runs smoothly. So wasting hours creating your own invoice templates might not seem like the best idea for you. Luckily, you can simply download Bonsai's fully customizable invoice template. With just a few clicks, you will have a personalized template that you can save and use to send professional invoices every time.
Aside from finding the perfect free invoice template, you can use Bonsai's complete invoicing software to automatically send payment reminders, receive partial payments, apply late fees, and make sure your clients never miss your invoices by getting viewing notifications. We help you save valuable time that you can invest in making music instead of daunting administrative tasks. Come on board, we've got your back!