DJ invoice template: deposit to hold the date, balance before the event
Event entertainers are booked months ahead and paid in two steps: a deposit to hold the date, the balance before the event. The add-ons (lighting, ceremony sound, extra hours) are where invoices get disputed. The template below opens in Billsprig with a wedding booking filled in.
What matters for djs and event entertainers
Deposit holds the date
Invoice the deposit when the contract is signed, so the date is yours only once it is paid. Billsprig has no deposit field: make it its own invoice and refer to it in the balance invoice's notes.
Balance due before the event
Set the balance invoice to Due on receipt or Net 7 and send it two weeks ahead, so nobody is handling money on the night.
Price overtime per hour in advance
Put the extra-hour rate on the quote. If the party runs late, add the hours on the final invoice as their own line.
Worked example
Example rates for illustration. The template opens with these lines and quantities but empty rates, so you type your own prices.
| Description | Qty | Rate | Tax | Amount |
|---|---|---|---|---|
| Wedding reception DJ, 5 hours | 1 | $1,250.00 | $1,250.00 | |
| Ceremony sound system and microphones | 1 | $250.00 | $250.00 | |
| Uplighting, 12 fixtures | 1 | $300.00 | $300.00 | |
| Overtime (per extra hour) | 1 | $200.00 | $200.00 | |
| Travel over 30 miles (miles) | 46 | $0.70 | $32.20 |
Notes on the invoice: Deposit of $500 paid on 12 May (invoice INV-0031). Balance due before 1 November 2026.
How to set it up in Billsprig
- Open the template: the lines, quantities, terms and notes above are filled in, rates are empty.
- Type your prices, add your business details and the client.
- Set the tax label and rate per line, and the currency.
- Download the PDF or print it; add a Pay online link if you take card payments.
FAQ
How much deposit should a DJ take?
That is your business decision; whatever you choose, put it in the contract and invoice it separately so it is clearly recorded.
Can I add a Pay online button?
Yes. Paste your own Stripe or PayPal payment link and the PDF gets a Pay online button.
How do I bill mileage?
One line with miles as the quantity and your per-mile rate.