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StagePay vs spreadsheetsfor gig invoicing and tracking.

A spreadsheet is free and flexible, and plenty of performers run on one. Here is where it works, where it starts to cost you, and what an app built for gigs does differently.

Updated 16 October 2026

What you need	Spreadsheet + Word template	StagePay
Cost	Free	Free plan; paid plans add more
Make an invoice	Copy last one, edit, export PDF	About twenty seconds on your phone
Invoice numbering	Manual — easy to repeat or skip	Automatic and sequential
Remember venues & bookers	Copy and paste	Saved and suggested
See what’s unpaid or overdue	Only if you update it	Built in, with follow-up nudges
Expenses per gig	Separate tab, if kept	Kept with the booking
Profit per gig after costs	Formulas you maintain	Free gig profit tracking
Works on your phone after the show	Awkward	Built for it
Making Tax Digital submissions	Needs bridging software	Not included — export for your accountant or MTD software

Stay on a spreadsheet if…

You do a handful of gigs a year, you enjoy keeping it up to date, and you rarely need to chase a payment.

Switch to StagePay if…

You gig most weeks, you invoice from the venue or the train home, and you want to know which gigs actually pay after travel.

Where spreadsheets quietly cost you

The spreadsheet itself is free; the time is not. Rebuilding last month’s invoice, checking the bank for what has landed and re-typing venue details add up to hours a month for a working performer.

The bigger cost is the invoice you send late, or never chase. Payment slips when nobody can see at a glance what is outstanding.

What StagePay does differently

Each gig holds its own fee, client, expenses and payment status. Invoices are numbered for you and sent as a professional PDF, and the overview shows what is paid, outstanding and overdue.

Because travel and expenses sit with the gig, StagePay shows what each gig made after costs — something a spreadsheet only does if you build and maintain the formulas.

Keeping your spreadsheet anyway

Many people keep a spreadsheet for their own year-end summary. StagePay Pro exports an invoice register, expense report, mileage log and profit and loss summary you can drop into it or hand to an accountant.

A FEW GOOD QUESTIONS

Know the details.
Then decide.

Straight answers, including where StagePay isn’t the right fit.

Compare StagePay plans

Is a spreadsheet good enough for invoicing?

For a few gigs a year, yes. Once you are invoicing every week, the time spent copying invoices and chasing unpaid ones usually costs more than an app.

Can I move from a spreadsheet to StagePay?

Yes. Start sending new invoices from StagePay and keep your old spreadsheet as your history. Saved venues and clients build up as you go.

Does StagePay replace my accountant?

No. It keeps your gig income and expenses organised and exports reports for your accountant. It does not file your tax return.

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