Staying on top of client payments is one of the most important parts of running a professional music business. BookLive handles much of this automatically — sending payment reminders to clients at the right time so you don’t have to chase anyone down. You can also send invoices manually at any time to give clients a nudge. This guide explains how both work.
How Automatic Payment Reminders Work #
BookLive sends two types of automatic payment reminders to clients on your behalf:
- Deposit Reminder — Sent approximately 30 minutes after a client signs a contract, if no deposit payment has been recorded yet. The email prompts them to pay their deposit online.
- Balance Due Reminder — Sent automatically when your client’s balance due date is 3 days away and a remaining balance is still owed. The email includes a direct link for the client to view and pay the invoice.
Both emails are sent from your act’s inbox email address (if configured) and come CC’d to you, so you’re always in the loop. No setup is required — these reminders run automatically for every booking.
Manually Sending an Invoice Reminder #
If you want to send a client their invoice immediately — for example, if they missed an automatic reminder or you want to prompt them before the 3-day window — you can send it manually at any time.
- Log in at https://booklive.com/login.
- Open the performance from your calendar or gig list.
- Click the Payments tab inside the performance.
- In the top-right corner of the Payments section, click the three-dot menu (⋮).
- Select Send Invoice.
The client will receive an email with a link to view and pay their invoice online. A confirmation message will appear at the bottom of your screen once the email is sent.
Viewing the Client Invoice Page #
You can preview exactly what your client sees by clicking View Invoice from the same three-dot menu. This opens the client-facing payment page at https://booklive.com/payments/[your-gig-id]. It’s a good way to confirm the invoice looks correct before sending a reminder.
Disabling Automatic Reminders for a Specific Client #
In some cases — for example, a long-standing client who prefers to handle payments on their own schedule — you may want to turn off automatic system emails for that individual.
- Go to your Clients list from the left sidebar.
- Open the client’s record.
- Look for the Disable System Emails option and enable it.
When system emails are disabled for a client, BookLive will skip all automated reminders (deposit reminders, balance due reminders, etc.) for any performances linked to that client. You can still send manual invoices from the Payments tab at any time.
Tips & Notes #
- The Send Invoice button requires a client to be attached to the performance and that client must have an email address on file. If the button doesn’t work, check that a client is added to the gig.
- Manual invoice sends are not logged as an activity in the client record, so note the date in your internal notes if you need a record.
- Automatic reminders only fire when a balance is actually owed. If the full amount is already paid, no reminder will be sent.
- If you’ve set up a payment plan with a deposit and final balance, the system tracks each separately — a deposit reminder goes out after contract signing, and the balance due reminder goes out 3 days before the balance due date.
