How do I track deposit plus balance on the night?

Create one record per gig date, log the deposit and date received, and record the exact balance due on the night with its own status, so both halves of the fee live on one booking.

Where do I put travel and equipment costs?

Record them as their own lines on the gig record, so any travel or gear-hire you're recovering is captured alongside the performance fee and isn't forgotten at settlement.

Does Cash Workspace collect the balance for me?

No. It does not process payments. You collect the deposit and balance however you already do, then record them and mark the gig deposit-paid or fully paid.

Cash Workspace

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Templates · Invoice tracking

Gig invoice tracker template for musicians and DJs

Most gigs are half deposit to hold the date, balance on the night, plus a travel or gear line — and they're booked through a tangle of venues, agents, and private clients across a packed calendar. Show up to a wedding and find out the balance terms were never written down and you've got an awkward conversation at load-out. This template gives gigging musicians and DJs one place to record each gig's deposit, balance, and status by date.

Start a free workspace See the deposit and balance tracker

The problem

Why gig payments get messy

Each booking splits into a deposit now and a balance on the night, sometimes with travel and equipment costs to recover, booked through different parties. Without a per-gig record it falls apart on the calendar.

A deposit held the date but the balance-on-the-night amount isn't recorded anywhere.
A travel or PA-hire cost was meant to be added to the fee and got forgotten.
Bookings come via an agent, a venue, and direct clients, so terms vary and blur.
Two gigs on the same weekend get their payments confused.
At year-end you can't tell which deposits were taken against which balances.

The workflow

Record each gig's money by date

Create one record per gig date and track the deposit, the balance due on the night, and any add-on costs against it.

1
Open the gig record
When a gig is booked, record the gig date, venue or event, who booked it (agent, venue, or direct), and the agreed fee.
2
Record the booking deposit
Log the deposit amount and date received, and mark the balance still owed.
3
Add travel and gear lines
Record any travel or equipment-hire costs being recovered, as their own lines on the gig.
4
Set the balance-on-the-night
Note the exact balance due on performance day and update its status once paid.
5
Attach the contract and stage plot
Attach the signed performance contract and stage plot to the booking so terms and tech sit together.

Record structure

What to record for each gig

These fields keep the deposit, the on-the-night balance, and add-on costs tied to one gig date.

Gig date: The performance date, which anchors the booking and its balance.
Venue / event: Where you're playing, so same-week gigs never get confused.
Booked by: Agent, venue, or direct client — sets the terms and who you invoice.
Booking deposit: Deposit amount, date received, and the balance still owed.
Balance on the night: The exact amount due on performance day, with its paid status.
Travel / equipment line: Any travel or gear-hire costs being recovered, as their own line.
Total fee: The full agreed fee and currency.
Status: Deposit-paid, balance-due, or fully paid.
Contract and stage plot: The signed performance contract and stage plot attached to the booking.

Example setup

An example folder setup

One way to keep a gig calendar's money organized in your workspace.

Upcoming gigs

Records sorted by gig date, showing deposit taken and balance owed.

Agent bookings

Gigs booked through agents, with their commission and terms noted.

Contracts and stage plots

Signed contracts and stage plots, attached to each booking.

Balances collected

Gigs played and fully paid, moved here for the fiscal year.

Common mistakes

Mistakes to avoid

Taking a deposit without writing down the balance due on the night.
Forgetting to add agreed travel or PA-hire costs to the fee.
Treating agent, venue, and direct bookings as if the terms were identical.
Confusing payments between two gigs on the same weekend.
Leaving contracts in email apart from the booking's money record.

How it helps

How Cash Workspace helps

Gigs keyed to dates

Record each booking by gig date so deposits and on-the-night balances stay tied to one performance.

Add-on cost lines

Record travel and equipment-hire lines on the gig so add-ons aren't forgotten at settlement.

Contracts attached

Attach the performance contract and stage plot to the booking so terms and tech live together.

Deposit and balance tracker

Keep deposits and final balances reconciled per booking.

Event planner template

Track event invoices with milestone installments.

Travel receipt tracker

Organize gig travel receipts to recover costs.

Deposit and final invoices

Organize linked deposit and balance invoices.

All finance workflows

Browse the full Cash Workspace workflow library.

FAQ

Gig invoice tracking FAQ

How do I track deposit plus balance on the night?: Create one record per gig date, log the deposit and date received, and record the exact balance due on the night with its own status, so both halves of the fee live on one booking.
Where do I put travel and equipment costs?: Record them as their own lines on the gig record, so any travel or gear-hire you're recovering is captured alongside the performance fee and isn't forgotten at settlement.
Does Cash Workspace collect the balance for me?: No. It does not process payments. You collect the deposit and balance however you already do, then record them and mark the gig deposit-paid or fully paid.

Organizing help — not tax, accounting, or legal guidance

Cash Workspace is a free workspace for organizing invoices, expenses, receipts, clients, and documents. This page is organizing guidance only — not tax, accounting, legal, or bookkeeping guidance. Cash Workspace does not connect to your bank, does not scan or read your receipts for you, and does not move or collect payments. Whether an expense is deductible depends on your situation, so confirm it with a qualified accountant or tax professional.

Keep every gig's money in one place

Start a free workspace and record each gig's deposit, balance on the night, and add-on costs by date so settlement is never an awkward conversation at load-out.