Why Every Band Leader Needs a CRM Software in 2025

What type of musician management software are you using to take care of your band? If your answer is anything other than band leader CRM, then you’ve got a problem. Too many musicians and artists don’t give enough thought to the organisational side of their work. You’re so focused on making music and gigging, but you’ll make life far easier if you’ve got a good CRM system running in the background. 

Why? Because CRM for artists and musicians is specifically designed around your lifestyle. It helps you make the most out of your career by addressing key challenges and simplifying them. If you keep reading, you’ll find many of these issues and how the right band leader CRM system will help. 

The Biggest Problems Facing Band Leaders & Musicians

Where to start?! Your days are likely full of countless problems as you try to pave the way as a musician. Nevertheless, some problems are more frequent than others - and they’re the type of issues everyone in the music industry faces. 

Gig Scheduling & Event Management

You’re constantly stressing out about upcoming gigs because you’re not always 100% sure when they are or which members of your band are playing. Everything is complicated - and trying to sort it all out over WhatsApp never works. 

Band management software like Band Pencil eradicates these woes. You have access to gig scheduling tools to help manage every event. Options include a page full of your upcoming gigs, so you never have to worry about the schedule and can organise everything way in advance. 

Band leader CRM systems also let you create portals for band members and clients. As such, your band members can all “sign in” and proclaim their availability for gigs, giving you one less thing to worry about. Clients also get to see when you’re gigging and have a direct line of contact with your band. They’ll also be remarkably impressed with how professional you are, which could lead to repeat bookings! 

Dealing With Payments, Invoices & Contracts

Payment concerns are one of the main reasons 80% of musicians deal with high levels of stress. You’re always chasing clients for payments and dealing with a lack of cash flow, but band invoicing software through a CRM solves all of your woes. 

Band Pencil has a feature that lets you create and send online invoices in seconds while attaching online card payments to each one. Picture this: you send an invoice to a client after a gig, and they can pay immediately at the click of a button. It helps you streamline the invoicing process while also giving you a place to catalogue your invoices for tax season. 

Contracts are another main issue for band leaders in the modern era. Too many bands get taken advantage of because there’s no official contract in place. Music business tools like Band Pencil help you craft legitimate contracts in minutes. Include all the key details stating things like: 

• How long you’ll perform
• How much you’ll be paid
• How and when you’ll be paid
• What happens if you don’t get paid on time

This gives you some legal headway going into gigs. Send the contracts via Band Pencil, and your clients can sign them online. With a contract in place, you can take legal action against the client if they void the terms. It should take some stress out of your life and give you one less thing to worry about. 

Generating Bookings

Did you know that 83% of professional musicians can’t find regular work? 

It's tough out there, and you struggle to generate leads and bookings to ensure you have constant work lined up. How can band leader CRM possibly help with this? 

Well, Band Pencil is equipped with lead capture forms for you to embed on your website. This is one of the easiest ways to capture more leads and gain more bookings than ever before. The forms will be designed to replicate your website, and they provide users with a way of contacting your band for booking enquiries. 

A simple form like this can increase professionalism and build trust with potential clients. It makes your website look more complete and authentic, rather than something you’ve jumbled together just to “get online.” People love convenience - and your leads will revel at the opportunity to book your band in just a few clicks. 

Building Setlists & Bands For Gigs

You’ve got multiple people in your band, so you need to know who’s available for upcoming gigs. There’s nothing worse than getting to a gig and realising someone hasn’t turned up - it makes the whole gig far harder and damages your reputation. 

Avoid this problem with Band Pencil’s Band Builder feature. It integrates with your member portal and sends out notifications to all members when there’s a new gig. Each member can then select their availability well in advance, making it easier to build a band for each event. You no longer have to chase everyone up, which saves a lot of time and stress. 

Additionally, you can use band organisational tools to build setlists for gigs. Every band leader knows how challenging this usually is. You need to find a good selection of songs that suit the event and fill up your allocated playing time. It’s tricky - and can take days to do - but band leader CRM turns it into a fun task. 

Band Pencil is equipped with features to help you design a setlist in minutes. Pick and choose songs as a band, getting approximations of how long the set will last. Likewise, you can connect with clients and ask them for song recommendations - or any songs they explicitly don’t want you to play. This ensures you curate the perfect setlist for each gig, avoiding awkward moments and keeping everyone happy. 

Make Your Life Easier With Band Pencil 

Band Pencil is the leading band leader CRM software that makes your life far easier than it’s ever been. Reduce stress and spend less time rushing around managing your band at the last minute. Become more prepared, schedule gigs in advance, and get better at managing payments. Click here for a 14-day free trial to explore all the various features and get a first-hand look at how much easier it is to manage your band!