Musicians: How to Write and Send an Invoice

This guide is aimed at helping musicians write and send invoices. If you're looking for a free invoice template for both Microsoft Word and Apple Pages please see our article Musician Invoice Template (Free Download).

What is an invoice?

An invoice is basically a piece of paper which says this is how much you owe me. They really aren't complicated, but getting them wrong can cause huge problems for getting your money. Formatting an invoice wrong can make you look unprofessional and not serious about your business.

What to include in an invoice

Above is an image of a perfectly formatted invoice. It includes everything the customer needs and is designed in a way to be clear and informative for all who need it. Your invoice doesn't need to be formatted like this, but it must (usually by law) contain the following information:

• Your company name, contact details and logo (optional)
• If you're a registered company, or VAT registered you need to include these numbers too
• A clear title with the word ‘Invoice’
• Invoice issue date and payment due date
• Invoice number
• Name and address of customer
• Description of service
• Subtotal for each service
• Total amount due, including taxes and discounts
• Payment terms and methods (e.g. pay via bank transfer and include your bank details)

Depending on who you are working for you may also need to provide a PO (purchase order) number. This is a number you get from the company you're working for and it basically says the invoice has been pre-approved and we are expecting it.

How to write an invoice

You can find a billion free website that will create your invoice for you. Some banks such as Tide, or Monzo Business will allow you to create one on their app! If you're just starting out, Microsoft Word and Apple Pages also have templates for you to use. They're all great, you just need to choose the best tool for you! You can't go wrong as long as you include the information above.

Creating invoices in Band Pencil

The image above is an invoice generated in Band Pencil. We automatically create invoices for you. Once you've inputted the clients name and address, fees and any additional data such as due dates you're good to go!  All your invoices are stored in Band Pencil, so you don't have to worry about remembering to save them.

When you're ready to send an invoice to a client, you can download it and attach to an email, or send them an email from Band Pencil and we also provide a link for the client to view the invoice online.