Musician and performer invoice template for gigs, functions and sets
Performers invoice per event: a fee for the agreed sets, extra sets or overtime, PA and lighting hire, and travel beyond the local area. Private functions take a deposit on booking with the balance a week before or on the night; venues and agencies pay on 14 to 30 day terms and usually want an invoice before the gig.
Everything, including gear hire and travel, carries GST once you are registered. Put the venue, date, set times and the deposit already received on the invoice so the balance is never in dispute.
Opens the free generator with these line items, terms and notes filled in. Add your details and download the PDF. No account, nothing uploaded.
What the invoice looks like
Sample business, sample client and the preset lines. The generator uses the same renderer, so your PDF matches this.
| Description | Qty | Unit | Unit price | GST | Amount |
|---|---|---|---|---|---|
Live performance, acoustic duo, 3 x 45-minute sets | 1 | event | $1,200.00 | 10% | $1,200.00 |
Additional set (45 minutes) | 1 | set | $300.00 | 10% | $300.00 |
PA and lighting hire | 1 | each | $250.00 | 10% | $250.00 |
Travel beyond 50 km (return) | 180 | km | $0.90 | 10% | $162.00 |
Four styles and your own accent colour are available in the generator.
The preset line items
Starting points, priced ex GST. Change the descriptions, quantities and rates to match the job; add or delete lines as you go.
| Description | Qty | Unit | Unit price | GST |
|---|---|---|---|---|
| Live performance, acoustic duo, 3 x 45-minute sets | 1 | event | $1,200.00 | 10% |
| Additional set (45 minutes) | 1 | set | $300.00 | 10% |
| PA and lighting hire | 1 | each | $250.00 | 10% |
| Travel beyond 50 km (return) | 180 | km | $0.90 | 10% |
Suggested payment terms
50% deposit on booking to secure the date. Balance due 7 days before the event, or on the night for private functions. Venues and agencies: 14 days from invoice date.
Suggested notes
Event: [venue, date, set times]. Deposit received: $[amount] on [date]. Cancellation within 14 days of the event forfeits the deposit. Rider as agreed: parking and two meals.
What must be on a tax invoice
The ATO's list. The template lays each one out for you; it is general information, not tax advice.
- The words "Tax invoice" (an invoice without GST can just say "Invoice")
- Your identity: your business or trading name
- Your ABN
- The date the invoice was issued
- A description of what was sold, with the quantity and the price of each item
- The GST amount, shown separately or as "Total includes GST of $X"
- Which items carry GST if some do and some do not
- For sales of $1,000 or more, the buyer's identity or ABN as well
Worth adding for your trade
- The venue, date and set times
- The deposit already received and the balance due
- Any rider items or overtime rates agreed in the booking
General information only, not tax advice. Check your own situation with a registered tax agent or the ATO.
Questions about invoicing
Do musicians charge GST?
Only once registered for GST, which is required from $75,000 a year of turnover. Registered performers add 10% to the performance fee, extra sets, gear hire and travel. Under the threshold, issue plain invoices with no GST.
How do I invoice a band with several members?
One member or the band's entity invoices the client for the whole fee, then pays the others, who invoice the band for their share. Each payment between members is its own transaction with its own invoice, and each member checks their own GST position.
Should I take a deposit?
For private functions, yes: a deposit invoice on booking and a balance invoice before the event. It protects the date and gives the client a tax invoice for each payment if you are registered.
General information only, not tax advice. Check your own situation with a registered tax agent or the ATO.
Want it numbered, sent and chased automatically?
FlowFi keeps your clients and invoice numbers, emails each invoice with a pay-online link, marks it viewed when the client opens it, and sends polite reminders at 1, 7 and 14 days overdue. Quotes, recurring invoices and your BAS from the bank statement are included. Pro is $29 a month, the first 14 days are free, and there is no card to enter.
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