Musician Gig Tracker & Tour Budget Template | DJ Business Finance (Google Sheets, Excel)

5 QUICK ANSWERS BEFORE YOU BUY

1. What files do I get?
Three files, as an instant download. You get a PDF with a link that copies the Google Sheets* version into your own Google Drive*. You also get the Excel* file (.xlsx) and an Instructions PDF with step-by-step help.

2. What do I need to use it?
A web browser, or the free Google Sheets* app on a phone or tablet, plus a free Google* account. Or use the Excel* file in Excel* 2019 or newer, including Microsoft 365*, on Mac* or Windows*.

3. I'm new to spreadsheets. What if I break a formula?
You will most likely be fine. Green cells are where you type. Grey cells do the math, and blue cells hold your settings. If you try to type over a formula, the sheet warns you first. Nothing is locked, and the Instructions PDF shows you how to undo a mistake.

4. Does it work for bands, solo acts and DJs?
Yes. You can log band, duo, solo acoustic and DJ gigs side by side. Split the money between as many people as you like. Use miles or kilometers by typing your own rate. You can also change the money symbol from a menu.

5. Is there a subscription?
No. You pay once, with no hidden fees. Then you can use it for every show, year after year.

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This gig tracker shows what you really made from each show. It is made for bands, solo players, cover bands, touring acts and wedding or event DJs.

It keeps your show pay apart from your merch sales. It takes out your agent and manager cuts. It also subtracts travel, show costs and gear care. Then it shows the true profit of each show, each tour and the whole year. It works in Google Sheets* or Microsoft* Excel*.

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WHAT'S INSIDE

Start Here
Three quick steps, a guide to the colors, and links that jump to each tab.

Dashboard
Shows played, money in, profit, profit per show and merch profit. It also shows money owed to you and how much of it is late. You also see your mileage write-off, tax set-aside, best gig type and top show. Fees booked ahead and progress to your profit goal are there too. There are 4 charts, including your top 5 shows.

Gig Log (300 shows)
Date, event, venue or client, city, gig type, act, tour and status. Status can be Inquiry, On Hold, Booked, Played or Cancelled. Add your fee, door bonus and tips. Agent and manager cuts come only out of the fee and door money, never tips or merch.
Merch sales, merch costs and the venue's merch cut come in on their own. Add miles driven both ways, tolls, parking, flights, hotels, food and per diems. Add pay for extra players, sound and crew, rented gear, gear care and other costs. Then you see true profit, profit per hour, profit per person and profit margin.

Deposits and Payments
Deposit, final payment, what is still owed, and a status. Status can be Paid, Due Soon, Upcoming or Overdue, with how many days late.

Merch Sales (500 rows) and Merch Inventory
Pick the gig and the item from a list. See stock left, Reorder and Sold Out alerts, profit per item and margin.

Instrument Care
Strings, sticks, reeds, setups, repairs and gear insurance. The yearly total is split across the shows you played.

Tours
Budget next to real results for each run. See shows, money in, show costs and tour costs like the van and promo. Then see real profit and the gap from your budget. You also see profit per show and profit per band member.

Expenses
Rehearsal space, promo, software, recording and other business costs. You can set how much of each cost is for the business.

Quote Calculator
Use it when you ask, "What should I charge?"
It shows your break-even fee and the lowest fee that meets your take-home goal. It also shows a lowest fee that leaves room for tax. Then it gives a quote with room to bargain, plus take-home per person and per hour.

Year Summary
Profit month by month and by gig type. It also shows your mileage write-off and a tax set-aside guess for tax time.

Settings
Mileage rates you can change, your tax set-aside, your profit goal and every drop-down list. The mileage rates start with the 2026 US IRS rates. That's 72.5 cents per mile from January to June and 76 cents from July 1.

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WHO IT'S FOR

• Indie bands and cover bands who split the money
• Solo acoustic players who drive to most gigs
• Touring artists who want to know if a run made money
• Wedding and event DJs who send quotes and take deposits

One thing to know: the mileage rates are set to US IRS rates. If you live somewhere else, type in your own rate on the Settings tab.

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WHAT YOU GET (INSTANT DOWNLOAD)

• Google Sheets Download Link PDF. Click the link inside and a copy saves to your own Google Drive*.
• Microsoft* Excel* file (.xlsx)
• Instructions PDF with step-by-step help

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HOW TO START

1. After you buy, go to your Etsy* Purchases page to get the files. Etsy* also emails you the link.
2. Open the Excel* file on your computer. Or open the PDF and click the link to make your own Google Sheets* copy.
3. Set your mileage rate and profit goal on Settings. Then log each show on the Gig Log as you play it.

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NEED HELP?

Send ProFormaGRID a message here on Etsy*. We read every message and will help you get set up. You can also download your files again any time from your Purchases page.

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THE FINE PRINT

This is a digital download, so nothing will be mailed to you. It is not made to order. Because it is an instant download, refunds are not available. It's for personal or internal business use. Please don't resell or share the files. Copyright ProFormaGRID. All rights reserved.

This template is for keeping records and planning. It is not tax, legal or financial advice.

*Google Sheets, Google Drive and Google are trademarks of Google LLC. Microsoft, Microsoft 365, Excel and Windows are trademarks of Microsoft Corporation. Mac is a trademark of Apple Inc. Etsy is a trademark of Etsy, Inc. ProFormaGRID is an independent shop and is not connected to, endorsed by or sponsored by these companies.