Enquiries, quotes & bookings

How enquiries arrive, how to quote and reply, how templates save you time, and how a booking gets confirmed.

How do enquiries reach me?

When a client enquires, you get an email + dashboard message with the event date, location, and what they need. Click “Open on Dashboard” in the email to go straight to the thread — no login needed. Reply even if you’re not available — a fast “sorry, booked” helps us recommend you for other dates.

How long do I have to reply?

Aim for same day, 24h at most. Clients usually enquire with several acts (typically 2–3, sometimes more); slow replies are the most common reason a date goes elsewhere. If a client goes quiet, we’ll chase them — you don’t need to.

How should I quote?

Include everything the client asked about, split by part of the day (ceremony / drinks / dinner / party). State clearly:

• Line-up and set lengths (e.g. 2 × 45 min)
• Whether PA, lighting and travel are included
• Any options (extra musicians, late finish)

The client sees your quote as the total price — FixTheMusic deducts 18% from it (your exact rate is in your contract). To receive your target fee, quote the fee divided by 0.82 — e.g. to receive 1,500, quote 1,829. Don’t mention the commission or our fee in messages to the client — the client should only ever see one total.

State in the quote what’s included (travel, accommodation, PA) — clients prefer all-in quotes.

Can I save quote templates?

Yes — the dashboard lets you create templates for your quotes. Apply a saved template and it automatically fills in the essentials (client name, event date, location), so you’re not rewriting the same quote every time. The dashboard walkthrough video shows how. There’s no pressure to use them — but most acts find they save real time.

A client is pushing to book outside FixTheMusic

Some clients pressure musicians to take the booking off the platform. Please tell them the booking has to be completed through FixTheMusic — it’s what keeps the contract, payments and your date protected for everyone. Keep all communication about bookings inside FTM (dashboard messages or the email threads we route); if we see a message asking a client to move to WhatsApp/phone/socials, you’ll get an automated note from bot@fixthemusic.com explaining why we ask you not to.

The client went quiet after my quote

Happens — wedding decisions take weeks. We send automatic follow-ups; if they confirm with another act or cancel the enquiry we’ll tell you and release the date.

I’m not available — what should I do?

Reply “unavailable” as soon as possible (or decline in the dashboard). We’ll stop the enquiry immediately and offer alternatives to the client. If you’re later offered a conflicting private booking, tell us before accepting it — we may be able to juggle enquiries you’re holding.

How do bookings get confirmed?

1. Client accepts your quote and pays the deposit (35% by default, or the % agreed for that booking)
2. You get a “booking confirmed” email with contract + event details
3. Balance is collected before/on the event day (see Payments & invoicing)

Can we make a video call with the client?

Yes — FTM supports video calls for bookings that need them (planning sessions, meet-and-greets). Ask us and we’ll set up the call link; no external Zoom needed. After the call you automatically receive a summary and transcript by email, and both are kept on the event page in your dashboard.

Something changed in the client’s requirements mid-planning

Email hello@fixthemusic.com with the enquiry short-code. Any change to timings, line-up or price after confirmation should go through us so the contract and invoice stay correct (see Gig day & logistics).