Creating Your First Contract in BookLive

Table of Contents

Creating Your First Contract in BookLive

Creating Your First Contract in BookLive #

Last Updated: October 30, 2025
Category: Contracts & Legal
Difficulty: Beginner
Estimated Time: 10 minutes

Summary #

Contracts are legal agreements between your group and clients that formalize the terms of a performance. BookLive’s contract system supports electronic signatures, automatic generation from proposals, and customizable templates. This guide walks you through creating your first contract, whether you’re generating one automatically from a proposal or building one manually from scratch.

—

What is a Contract in BookLive? #

A contract is a legally binding agreement between you (the performer/group) and your client that includes:

Essential Terms:

Performance details (date, time, location)
Payment terms (total amount, deposit, balance due date)
Services provided
Cancellation policy
Signatures from both parties

Legal Validity:

Electronic signatures are legally binding
IP addresses recorded for both parties
Timestamps prove when signatures occurred
Same legal standing as paper contracts

—

Two Ways to Create Contracts #

Method 1: Automatic from Proposal (Recommended) #

When to use:

You’ve sent a proposal to a client
Client accepted a package
You want contract auto-generated with all details

How it works:
1. Create proposal with packages
2. Link a contract template to the proposal
3. Send proposal to client
4. Client accepts package
5. Contract automatically created with:

All proposal details populated
Package pricing included
Services listed from package products
Ready for you to sign and send

Benefits:

✅ Zero manual data entry
✅ No chance of typos or errors
✅ Consistent with proposal terms
✅ Fastest method

See: “Using Contract Templates with Proposals” article for setup details

###Method 2: Manual Creation

When to use:

Client booked via phone/email (no proposal sent)
Quick booking that skipped proposal process
Need custom contract terms
Updating an existing arrangement

How it works:

Navigate to performance page
Click “Create Contract”
Fill in all contract details manually
Save and sign

Benefits:

✅ Works without proposal
✅ Full control over every detail
✅ Can customize everything
✅ Good for phone bookings

—

Before You Create a Contract #

Prerequisites #

You must have:

1. A Performance – Contract links to a performance

Performance must exist in BookLive first
Performance should have date and venue (can be TBD)

2. A Client – Performance must have a client assigned

Client must have an email address (to send contract)
See “How to Add a Client to BookLive” article

3. Performance Details – Basic info about the gig

Date (or date range)
Venue/location
Services being provided

Optional but recommended:

4. Contract Template – Pre-written contract text

Saves time
Ensures consistent legal language
See “Customizing Contract Templates” article

5. Pricing Decided – Know your numbers

Total amount
Deposit amount (typically 50%)
When balance is due

—

Method 1: Creating Contract from Proposal Acceptance #

This happens automatically – no manual steps required!

Setup (One-Time) #

1. Create Contract Template (if you haven’t already)

Go to Group Settings → Contract Templates
Create template with your terms
Include template variables for auto-population

2. Link Template to Proposal

When creating proposal, select contract template
Template will be used when client accepts

What Happens Automatically #

When client accepts your proposal package:

Step 1: Contract Generated

BookLive creates contract record
Links to the performance
Uses your selected template

Step 2: Variables Populated

[client_name] → Client’s actual name
[payment_total] → Package price
[performance_date] → Event date
All other variables filled in

Step 3: Contract Ready

You receive notification
Contract ready for your signature
All details pre-filled
Review and sign to proceed

You just need to:
1. Review the generated contract
2. Sign it (your signature)
3. Send to client
4. Wait for client to sign

—

Method 2: Creating Contract Manually #

Step-by-Step Process #

#### Step 1: Navigate to Performance

1. Go to your Dashboard
2. Find the performance in your calendar
3. Click on the performance
4. Open the Performance Detail page

#### Step 2: Start Contract Creation

Look for the Contracts section or tab

Click Create Contract or Add Contract button

Note: If a contract already exists for this performance, you’ll see an error. Each performance can only have one active contract.

#### Step 3: Fill Contract Details

Performance Information (Auto-filled)

Performance date
Venue
Client name
Event type

Financial Terms ✏️ Required

Total Amount:


Example: $1,500

Total price for your services
Stored automatically in cents
Include everything except deposit

Deposit Amount:


Example: $750 (50% of $1,500)

Amount due upfront
Typically 50% of total
Due when client signs contract

Balance Due Date:


Example: June 1, 2025 (2 weeks before event)

When remaining payment is due
Typically 1-2 weeks before performance
Gives time to resolve payment issues

Payment Methods Accepted ✅

Check all that apply:

☐ Credit Card (via Stripe)
☐ Check (made out to your group)
☐ Cash

Tip: Accept credit cards for fastest payment

Contract Terms ✏️ Optional but Recommended

Payment Info:


Example: "Payment is due in full 2 weeks before the event. A 50% non-refundable deposit is required to secure the date."

Describe payment expectations
Include refund policy
Mention late payment consequences

Hospitality Info:


Example: "Light refreshments and water appreciated. Meal provided if performance exceeds 4 hours."

What you expect from venue/client
Food/drink needs
Green room requirements

Break Info:


Example: "One 15-minute break per 2 hours of performance time."

Break schedule
Duration of breaks
Union requirements if applicable

Additional Services:


Example: "Includes professional PA system, wireless microphones for ceremony, uplighting for reception."

Extra services provided
Equipment included
Special accommodations

Contract Template (Optional)

If you have templates:

Select template from dropdown
Contract body auto-populated with template text
Variables replaced with performance details
Saves typing!

If no template selected:

You’ll get a basic default contract
Can edit the full contract text later
Less polished but functional

Expiration Date (Optional but Recommended)


Example: 14 days from today

Creates urgency for client to sign
Contract becomes invalid after this date
Can extend if needed
See “Setting Contract Expiration Dates” article

#### Step 4: Review Contract Body

After clicking “Create,” you’ll see the generated contract text.

Review for:

✅ Correct client name
✅ Accurate performance date and venue
✅ Right pricing numbers
✅ Appropriate terms and conditions
✅ Professional language

Edit if needed:

Click “Edit Contract” to modify text
Fix any errors
Add custom clauses
Adjust language

#### Step 5: Save Contract

Click Save Contract

What happens:

Contract saved to database
Linked to performance
Status: Draft (not signed yet)
Ready for your signature

—

After Creating Your Contract #

Immediate Next Steps #

1. Sign the Contract (Your Signature)

You must sign first before sending to client
Electronic signature legally binding
Records your IP address and timestamp
See “Collecting Electronic Signatures” article

2. Send to Client

After signing, click “Send to Client”
Email sent with contract link
Client can review and sign
You’re CC’d on the email

3. Wait for Client Signature

Client receives email with contract link
They review terms
They sign electronically
You receive notification when signed

4. Contract Fully Executed

Both parties signed
Performance marked as “Booked”
Payments can be collected
You’re all set!

—

Common Scenarios #

Scenario 1: Wedding from Phone Call #

Client: Called asking about string quartet for June wedding

Process:
1. Add client to BookLive with contact info
2. Create performance with wedding date and venue
3. Create contract manually with pricing ($1,500 total, $750 deposit)
4. Add wedding-specific terms (ceremony timing, cocktail hour, etc.)
5. Sign and send to client
6. Client reviews and signs
7. Done!

Why manual: No proposal sent, direct booking

—

Scenario 2: Corporate Event from Proposal #

Client: Accepted your “Premium Corporate Package” for $2,000

Process:
1. Client clicks “Accept Package” on proposal
2. Contract auto-generated from proposal
3. You receive notification: “Contract ready for your signature”
4. Review contract – everything pre-filled correctly
5. Sign contract
6. Send to client immediately
7. Client signs within 24 hours
8. Done!

Why automatic: Proposal had contract template linked

—

Scenario 3: Last-Minute Gig #

Client: Needs jazz trio for event in 5 days

Process:
1. Create performance quickly
2. Create contract with expedited terms
3. Set short expiration (48 hours)
4. Require full payment upfront (not just deposit)
5. Sign and send immediately
6. Client signs same day
7. Payment collected
8. Show up and perform!

Special considerations:

Shorter payment terms
May require full payment upfront
Brief expiration creates urgency
Faster turnaround needed

—

Understanding Contract vs Performance #

Common Confusion:

Performance = The gig/event itself

Date, time, location
Musicians assigned
Songs/setlist
Internal management

Contract = Legal agreement about the performance

Terms and conditions
Payment obligations
Signatures
Client-facing document

Key Points:

One performance can only have one active contract
Contract must be linked to a performance
You create performance first, then contract
Both are required for a complete booking

—

Contract Creation Best Practices #

Financial Terms #

1. Clear Deposit Amounts

50% is standard industry practice
Higher deposit (60-75%) for high-demand dates
Lower deposit (25-30%) for established clients
Always non-refundable to protect your calendar

2. Reasonable Balance Due Dates

Weddings: 1-2 weeks before event
Corporate: 1 week before
Private parties: 1 week before
Last-minute: Full payment upfront

3. Include All Costs

Base performance fee
Travel fees (if applicable)
Equipment costs
Any add-ons or extras
Don’t hide fees – be transparent

Contract Language #

1. Be Clear and Professional

Avoid ambiguous terms
Use simple language
Define expectations
Professional tone

2. Cover Important Points

✅ Payment terms and schedule
✅ Cancellation policy (yours and theirs)
✅ Weather/force majeure
✅ Equipment responsibility
✅ Performance duration and breaks
✅ Overtime rates (if applicable)

3. Avoid Legal Jargon

Write so anyone can understand
Explain technical terms
Use examples when helpful

Timing #

1. Create Contract Soon After Booking

Within 24 hours of client commitment
While details are fresh
Before client changes mind
Shows professionalism

2. Set Appropriate Expiration

Events 6+ months out: 30 days
Events 3-6 months out: 14-21 days
Events 1-3 months out: 7-14 days
Events <1 month: 3-7 days

3. Sign and Send Quickly

Sign same day you create
Send to client immediately
Don’t let it sit unsigned
Momentum is important

—

What NOT to Do #

❌ Common Mistakes #

1. Creating Multiple Contracts


Error: "A contract already exists for this performance"

Only one active contract per performance
Delete old contract if you need to recreate
Or edit existing contract instead

2. Missing Client Email


Error: "Client email address is missing"

You can’t send contract without client email
Add email to client record first
Validate email is correct before sending

3. Forgetting to Sign First

You must sign before client can sign
Leader signature required first
Client can’t access unsigned contract
Sign, then send

4. Vague Payment Terms


Bad: "Payment due before event"
Good: "Balance of $750 due by June 1, 2025"

Specific dates prevent confusion
Clear amounts prevent disputes
Defined methods prevent payment delays

5. No Cancellation Policy

Always include cancellation terms
Specify refund policy (typically none for deposits)
Define what happens if you cancel
Define what happens if client cancels

6. Unrealistic Balance Due Dates


Bad: Balance due day of event
Good: Balance due 2 weeks before event

Give time to resolve payment issues
Don’t risk last-minute payment failures
Build in buffer time

—

Troubleshooting #

Q: I created a contract but can’t find it #

Check:

Go to the Performance detail page
Look in “Contracts” tab or section
Contract is always linked to a specific performance
Search by performance name/date

Q: Contract says “already exists” error #

Reason: Each performance can only have one active contract

Solutions:

Delete existing contract and create new one
Or edit the existing contract instead
Check if contract was soft-deleted (can restore)

Q: Can’t send contract to client #

Possible causes:
1. You haven’t signed yet – Sign first
2. Client has no email – Add email to client record
3. Email is invalid – Fix client email format
4. Performance has no client – Assign client to performance

Q: Want to change contract after creating #

Yes, you can edit:

Contract body/text
Payment amounts and dates
Terms and conditions
Expiration date

No, you can’t change:

Which performance it’s linked to
Create duplicate for same performance

Q: What if I used wrong template? #

Options:
1. Edit contract body manually to fix
2. Delete contract and recreate with correct template
3. Live with it if differences are minor

Note: Can’t swap templates after creation

Q: Client won’t sign – now what? #

Follow up strategies:

Send reminder email (manual)
Call to discuss any concerns
Extend expiration date if needed
Adjust terms if blocking signature
Consider if client is serious

—

Next Steps After Creating Contract #

Recommended Reading:

1. “Collecting Electronic Signatures from Clients”

How to sign your contract
Sending to clients
What clients see
Signature process

2. “Setting Contract Expiration Dates and Email Reminders”

Why set expiration dates
Automatic reminder system
Best practices for timing

3. “Tracking Contract Status”

Monitor signature progress
View contract history
Understand contract stages

4. “Using Contract Templates with Proposals”

Automate contract generation
Create reusable templates
Link templates to proposals

—

Need Help? #

If you have questions or run into issues:

📧 Email: support@booklive.com
📞 Phone: 414-253-2504 (Mon-Fri, 9 AM – 5 PM MST)
💬 Live Chat: Click the chat icon in the bottom right of your dashboard

What are your Feelings

Still stuck? How can we help?

Updated on October 30, 2025