Knowledge Hub
What to Include on a Gig Invoice
A checklist accounts teams use — answer every question once, reuse forever.
🧾 If you’re searching what to include on a gig invoice, performer invoice checklist, or invoice requirements for musicians/DJs, this page is meant to be copy-pasted into muscle memory.
A strong gig invoice answers finance’s quiet questions before they hit reply-all — fewer stalls, faster clears.
Next steps after layout habits → professional performer invoice · invoices for different gig types.
👤 Identity & contact
| Include | Notes |
|---|---|
| Trading name (person or company) | Matches bank + contracts |
| Address | If buyers need supplier records |
| Email (+ optional phone) | Payment-query routing 📞 |
🔢 Invoice metadata
| Field | Why |
|---|---|
| Unique invoice number | Sequential scheme (INV-1042, SP-2408) — never duplicate |
| Invoice date | AP sorting |
| Due date or terms | e.g. “Net 14 from invoice date” |
🎤 Booking specifics
Match the confirmation wording:
| Line | Example vibe |
|---|---|
| Performance / service date | When work happened |
| Venue + city | Searchable in ERP |
| Short description | “DJ — 5h + setup”, “Support spot — 20 min” |
Cuts “which gig is this?” delays 📎
💷 Fees & extras
| Do ✅ | Why |
|---|---|
| Fee as own line | Clear performer/creative charge |
| Travel · accommodation · per diem · kit hire separate when agreed | Mystery totals slow approvals |
| Discounts / deposits applied shown | Maths reconciles in one skim |
🧮 Tax (only when real)
VAT / GST / sales tax → separate lines per your adviser.
Not registered? Don’t invent tax rows for aesthetic ✋
🏦 Payment instructions
| Rails | Detail |
|---|---|
| UK | Account name, sort code + account number — readable |
| International | IBAN / BIC — copy-paste clean |
| Reference text | If buyer asked (“INV-1042 — Your Name”) |
| Stripe / PayPal etc. | Only if pre-agreed |
📝 Notes that kill rework
| Note type | Examples |
|---|---|
| Purchase order | In Notes + email body — AP ctrl+F |
| Supplier setup | “W-9 / portal reg complete” if relevant |
✅ Pre-send QA (30 seconds)
- Open PDF on phone — cropped bank digits = blocked wires 📱
- Currency matches contract
- One invoice per billing event unless buyer asked consolidation
Speed pairing → fastest post-show invoice · paid on time.
Consistency beats novelty — StagePay features helps numbering + clean PDFs; this checklist works in any tool.
What to do next
- Fire off your next invoice while the gig is still fresh — consistent line items make follow-ups easier.
- StagePay keeps templates and totals calm on the road; sync when you want history across devices.
- Keep browsing the Knowledge Hub for the next knot in your workflow.
Stay sharp
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Compiled from working performers, DJs, photographers and touring comics — field notes from real gigs, not theory.