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Free DJ Invoice Template

Short answer

A DJ invoice bills the booked performance and add-ons, credits the booking retainer, and states the balance due before the event plus any overtime played.

DJs usually send two or three invoices for one event: the retainer to secure the date, the balance before the event, and occasionally a small invoice afterwards for overtime. Each should name the event date and venue so the client, who may be planning a wedding with a dozen suppliers, knows exactly which booking it belongs to.

Sample DJ invoice

Copy the text, print it, or fill it in online with your own business details, prices and logo. The business and client below are made up.

Nightjar Sound & Light

[Street address, city]
[Phone] · [Email]

Invoice

Number
INV-1042
Date
Oct 24, 2026
Due date
Oct 31, 2026
Reference
Quote Q-1042

Bill to

Sophie and Marcus Delaney

[Client address]

Job

Wedding reception DJ, 6 pm to midnight

Example prices: replace with your own

DescriptionQtyAmount
DJ performance, evening reception (6 hours)1 event× $950.00$950.00
Ceremony sound system and wireless microphones1 set× $200.00$200.00
Dance floor lighting package1 package× $180.00$180.00
Custom first-dance edit and announcements1 item× $60.00$60.00
Early setup and sound check (before guests arrive)1 setup× $75.00$75.00
Travel beyond 30 miles40 mile× $0.75$30.00
Overtime after midnight (if requested on the night)1 hour× $150.00$150.00
Subtotal
$1,645.00
Total
$1,645.00
Deposit paid
−$493.50
Balance due
$1,151.50

Payment due within 7 days, by Oct 31, 2026. Pay by card: [payment link] · Bank transfer: [account details]

  • Booking retainer received has been deducted.
  • Balance due 7 days before the event date.
  • Looking forward to a great night.
Fill it in online — free

What to include in a DJ invoice

  • Event date and venue

    Put the date, venue and client names near the top. Event clients pay many suppliers in the same weeks.

  • Package and add-ons

    The performance and each add-on from the accepted quote, with the same descriptions and prices.

  • Retainer credited

    Show the retainer already paid as a deduction and the balance remaining.

  • Balance due date

    The date the balance is due, usually before the event, stated as a date rather than "two weeks before".

  • Overtime and extras

    For a post-event invoice, the extra time played, at the quoted rate, with who requested it.

  • How to pay

    Card online, bank transfer or another method you accept, so the client can pay from their phone.

How to write a DJ invoice, step by step

  1. Invoice the retainer at booking

    Send the retainer invoice as soon as the quote is accepted; the date is held when it is paid.

  2. Send the balance invoice in good time

    Send it a few weeks before the event, with a due date a week or two ahead of it.

  3. Copy the quoted package

    Use the package and add-ons exactly as quoted; any changes agreed since go on separate lines.

  4. Credit the retainer

    Deduct the retainer so the client only sees what is still to pay.

  5. Bill overtime after the event

    If you played longer on request, send a short invoice the next day for the extra hours.

Payment terms and getting paid

Short terms work best for events: the balance due a week or so before the date, and any overtime within a few days afterwards. A reminder a few days before the balance is due, and another on the day, avoids the awkwardness of asking in person at the venue.

If the event is cancelled, the invoice for any cancellation fee should refer to the terms on the accepted quote and credit the retainer already paid. Keep the tone kind; cancellations are often stressful for the client too.

Frequently asked questions

When should a DJ ask for the balance?
Before the event, commonly one to two weeks ahead, so payment is settled before the day. State the date on the quote and on the balance invoice.
How do I invoice overtime?
Send a short invoice after the event listing the extra time at the rate on the quote, with the name of the person who asked for it on the night.
What if the client changes the venue after paying the retainer?
Check the new venue's access, power and sound rules, then send an updated balance invoice if travel or equipment changes. Keep the retainer credited and list any new charges as separate lines so the change is easy to follow.
Should the invoice include the event details?
Yes. The date, venue and client names make it clear which booking the invoice belongs to, which matters when clients are paying many suppliers at once.

More templates and guides

Pricing a new job? Start with the matching quoteFree DJ Quote Template

Templates for related trades

Further reading

Send it as a branded invoice your client pays by card

i-quote sends the invoice in your brand with a Pay button, card payments go to your own Stripe account, and automatic reminders go out before and after the due date. The Free plan includes 3 invoices and 3 quotes a month.

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