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Invoicing for artist managers: fees, commission and VAT

31 October 2026 · ArtistHub team

Invoicing in an artist management agency is more complicated than in most businesses. Depending on your agreements, you may invoice the presenter for the artist's fee and pay the artist, or the artist may invoice the presenter directly while you invoice the artist for commission. Either way, every invoice has to match a contract, the commission rate has to be right, and expenses must be treated correctly. This guide sets out both models and a template.

Two common invoicing models

The model should be set in your management agreement. ISM's advice on management contracts notes that if the manager collects first, the contract should require regular accounts and prompt payment of the artist's share. See our management agreement template.

What every invoice should contain

• Your legal business name, address and tax or VAT number where applicable.
• The client's legal name and address.
• A unique invoice number and invoice date.
• The engagement it relates to: production or programme, dates, contract reference.
• Fee lines, each described clearly.
• Expenses or reimbursements as separate lines.
• Tax lines, such as VAT, calculated according to the rules that apply to you.
• Payment terms, due date, currency and bank details.

Commission invoices to artists

When the artist is paid directly, your commission invoice should show the engagement fee, the commissionable base, the rate and the amount. Showing the calculation avoids disputes. Remember that some fee lines are not commissionable. Under the AGMA code of professional standards, for example, agents may not take commission on per diems, housing or round-trip travel. See our commission guide.

A commission invoice template

VAT and sales tax

Whether you charge VAT or sales tax on your commission, on what rate, and whether the reverse charge applies to cross-border services depends on where you and your client are based and how your business is registered. These rules are specific to each country. Ask your accountant and set the rules once in your invoicing system.

Withholding tax on fees

When an artist performs abroad, the presenter may withhold tax from the fee before paying. That affects what you receive and may affect your commission base, depending on your agreement. See tax and expenses for touring musicians.

Invoice from the contract, not from memory

Every invoice should be generated from the engagement contract, so dates, fees and rates are never retyped. In ArtistHub, invoices are created from contracts, commission comes from the contract terms, and the finance, expenses and tax areas keep the agency's books together. Reports then show income and commission by artist and period (KPIs to track).

Payment follow-up

Late payments are common in the arts. Set a due date on each invoice and a reminder a few days after it passes. ArtistHub's tasks and automations can prompt follow-ups (automations for agencies).

Choosing payment terms

Agree payment terms in the engagement contract, then repeat them on the invoice. State the due date, currency and bank details clearly. If the presenter pays in instalments, for example part before rehearsals and part after the final performance, issue invoices to match and record each payment separately.

Currency and bank charges

International engagements raise practical questions: which currency the fee is in, who bears bank charges and exchange costs, and on which date amounts are converted for your books and the artist's statement. Agree these in the contract and note them on the invoice. Ask your accountant how to record conversions.

Common mistakes

• Invoicing from memory instead of from the contract.
• Using the wrong legal name for the presenter, which delays payment.
• Mixing commission and reimbursements on one line.
• Not numbering invoices consistently.
• Forgetting to invoice after the last performance of a long run.
• Not chasing overdue invoices until weeks later.

A monthly invoicing routine

1. List engagements completed or due for invoicing this month.
2. Generate invoices from each contract.
3. Check fee lines, commission base and tax lines.
4. Send, and record the due date.
5. Review overdue invoices and send reminders.
6. Record payments received, including any tax withheld.
7. Update artist statements.

Reconciling payments

When a payment arrives, match it to the invoice and note any difference: bank charges, tax withheld or a short payment. Unexplained differences should be queried quickly. Clean reconciliation makes statements accurate (statements guide) and gives you reliable financial KPIs (agency KPIs).

FAQ

Should agencies invoice presenters or artists?

Either model works. It should be defined in the management agreement, along with timing of payouts and statements.

Is commission charged on travel expenses?

Under the AGMA code it may not be charged on per diems, housing or round-trip travel. Many agencies follow the same principle elsewhere.

Do I charge VAT on commission?

It depends on your country, registration and the client's location. Check with an accountant.