How to Save a Musician Invoice as a PDF

PDF is the right format for sending invoices. It looks identical on every device, can't be accidentally edited, and is accepted by every accounting system. Here's how to save your Dashplan gig invoice as a PDF and make sure it's ready to send.

Opening the Invoice in Dashplan

Log in to Dashplan and open the Gig Manager. Find the gig you want to invoice — it will show an invoice button on the card. Click it to open the invoice preview.

If this is the first time generating the invoice for this gig, Dashplan will assign the next available invoice number automatically. If you've generated it before, it will show the same invoice number and details.

Saving as PDF

In the invoice preview, click "Print / Save PDF." This opens your browser's print dialog.

On Chrome: Click "More settings" if you don't see the destination options. Under "Destination", select "Save as PDF." Click Save.

On Safari (Mac): Click the PDF button in the bottom-left corner of the print dialog. Select "Save as PDF."

On Firefox: The print dialog has a "Print to PDF" option under the printer name.

Save the file somewhere sensible — a folder per financial year, or a folder per client, works well for musicians with regular clients.

What to Check Before You Send

Open the saved PDF and check: your name and ABN are correct; the client name matches what they'll expect; the description clearly identifies the gig; the fee and GST amounts are correct; your bank details are present and accurate.

A missing BSB or a typo in the account number means the client can't pay you without coming back to ask — and that delays everything. It's worth a 30-second check.

Naming the File

Name the PDF so both you and your client can find it. "Invoice" is not a useful filename. "INV-042-Gareth-50th-Birthday-2026-09-14.pdf" tells you exactly what it is at a glance — and when you need to find it six months later in your email sent folder, you'll thank yourself.

Sending the Invoice

Attach the PDF to an email and send it to the client's correct invoicing address. Include the invoice number, the total amount, and the due date in the email body so the client has the key details without opening the attachment. Something like: "Hi [Name], please find attached invoice INV-042 for $1,100 (inc. GST) for the performance on 14 September. Payment is due by 21 September. Let me know if you have any questions."

Keep the email professional and brief. The invoice does the detailed work.