AvoDJ Invoice Template (Free Fillable PDF)
DJ invoices are mostly for weddings and corporate events: a package with a set number of hours, add-ons like uplighting or a photo booth, overtime decided on the night, and a deposit paid when the date was booked. The client reads the invoice next to the contract, so the package and the add-ons must use the same names, and the deposit must be credited. This template is built for that.
Free, fillable, US Letter. No email, no sign-up. Fill in your business once. For each event change the client, the date, the venue, the package and the add-ons.
What the PDF looks like. The hints in the line table show the lines a DJ typically bills; type over them.
Why dj invoices get paid late
Overtime that surprises
The party ran an hour long; the invoice adds $200 nobody discussed. The contract and the invoice both state the overtime rate, and the invoice shows the times.
Add-ons with different names
The contract said “uplighting package”, the invoice says “lighting”. The planner's assistant cannot match them. Use identical names.
Deposit paid a year ago
Credit it on the invoice with the date. The couple will not remember the amount.
What to include on a dj invoice
- Your business name, contact and insurance noteVenues ask DJs for a certificate of insurance; a note that it is on file helps.
- Client name and event“Whitfield wedding, Sat Jun 14, Larkspur Barn”; planner's name if booked through one.
- Invoice number, date, due date and contract referenceBalance usually due 7–14 days before the event.
- Package: hours, start and end time, what is included“Reception package, 5 h, 6:00–11:00 pm, sound, wireless mics, MC”.
- Add-onsCeremony sound, uplighting, dance floor lighting, photo booth, extra speaker: one line each.
- Overtime with times and rate“Overtime 11:00 pm–12:00 am, 1 h × $200”, billed after the event if it happened.
- Travel or setup feesBeyond the included radius, or for a second location.
- Deposit credited, payment methods, cancellation termsDeposit as a negative line; cancellation window in the terms.
Example dj invoice
Lines a typical job produces. Labor and materials are separate, and anything already paid is a negative line so the total is the balance due.
| Description | Qty × rate | Amount |
|---|---|---|
| Reception package: 5 h, 6:00–11:00 pm, sound, 2 wireless mics, MC | 1 | $1,450.00 |
| Ceremony sound and music, 30 min, separate location on site | 1 | $250.00 |
| Uplighting, 12 fixtures, amber | 1 | $300.00 |
| Overtime 11:00 pm–12:00 am (requested on site) | 1 h × $200.00 | $200.00 |
| Deposit received Aug 2 | −$500.00 | |
| Total due | $1,700.00 | |
How to use the template
- Download the PDFIt is a fillable form: open it in any PDF reader, on a computer or a phone.
- Fill in your details onceBusiness name, contact, license number, terms. Save it as your master copy.
- Add the job and sendChange the client, the lines and the invoice number for each DJ job. Export and send by email or text.
Fill it on your iPhone in a minute instead
Avo keeps your clients and your usual line items, so the next invoice is three taps. Your first three documents are free, full-quality PDF, no watermark. Premium from $59.99/year if you invoice often.
Scan the code with your iPhone camera to open Avo in the App Store, or email yourself the link.
Questions
When should a DJ invoice be paid?
Deposit at booking to hold the date (commonly $300–$500 or 25–50%), balance 7–14 days before the event, overtime the day after. Corporate clients may need Net 15–30; agree it before the event.
How do I bill overtime as a DJ?
State the rate and the increment on the contract and repeat it on the invoice. After the event, add a line with the actual times and hours. Many DJs ask the client or planner to confirm overtime on the night by text; attach that if there is any dispute.
Should the deposit be non-refundable?
Usually yes, because you turned down other bookings for that date, and the contract should say so. Show it on the final invoice as a credit with the date it was paid.
Do DJs charge sales tax?
DJ services are generally not taxable, but equipment rental invoiced separately (lighting, photo booth) is taxable in some states. Keep rentals on their own lines and check your state.
What should the DJ invoice say about equipment?
What the package includes (sound system, mics, basic lighting) and each add-on by name. If the venue requires insurance or a specific setup time, note that it is on file; planners keep invoices with the vendor paperwork.