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DJ invoice template

Most DJ bookings are paid twice: a retainer to hold the date and the balance shortly before the event. This template bills the performance, sound, lighting and travel, and the notes record the retainer already paid so the balance is clear.

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DJ invoice · example

FromDJ Marco Reyes Entertainment
ToHannah Cole and James Whitaker
CurrencyUSD
DescriptionQtyPriceAmount
Wedding reception DJ and MC, 14 November, The Grove Pavilion, 5 hours (6 pm to 11 pm)1$1,200.00$1,200.00
Ceremony sound system with 2 wireless microphones1$250.00$250.00
Uplighting, 12 wireless fixtures in your colours1$300.00$300.00
Travel beyond 30 miles, per mile round trip40$0.70$28.00
Total$1,778.00

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How to use the DJ invoice

  1. Add the client, the event type, the date, the venue and the set times.
  2. Bill the performance package, then sound, lighting and extras on separate lines.
  3. Add travel beyond your included area and record the retainer in the notes.
  4. Set the balance due date ahead of the event, then save and issue.

What to put on a DJ invoice

  • Event type, date, venue and the contact on the day
  • Set times: arrival, setup, start and finish
  • Performance package and the hours it includes
  • MC services, ceremony sound and wireless microphones
  • Lighting: uplighting, dance-floor lights, monogram projection
  • Travel or parking beyond your included area
  • Retainer received and balance due
  • Overtime rate and cancellation terms

Packages or itemised?

Packages are easier to sell: four hours, ceremony sound and basic lighting for one price. Itemising on the invoice still helps, because couples compare quotes line by line and venues sometimes ask what equipment is coming. Keep the package price and list what it includes in the description.

Questions

How much retainer should a DJ take?

Commonly 25 to 50% of the fee, or a flat amount, when the contract is signed. Because you turn away other bookings for that date, most DJs make the retainer non-refundable; say so in the contract.

When should the balance be due?

Before the event, often 7 to 14 days ahead, so you are not chasing payment after the party. Overtime agreed on the night is billed afterwards on a separate invoice.

How should overtime be charged?

Per hour or half hour beyond the booked end time, at a rate set in the contract, and only when the client or planner asks for it on the night. Note who approved it.

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