The short answer
To manage clients well, reply to every inquiry quickly, keep each lead's status in one place from inquiry to booked, set a follow-up task for every open lead, tag clients so you can find them later, and track where each lead came from so you know which marketing actually books gigs.
The fastest reply usually wins, so have your proposal templates ready.
Keep a simple pipeline
- New inquiry: reply within a day, ideally within hours.
- Proposal sent: follow up in two or three days.
- Contract sent: follow up until it's signed or declined.
- Booked: move to planning and payments.
- Lost: note why, so you learn from it.
Never forget a follow-up
Most lost gigs aren't lost to a competitor. They're lost to silence. Give every open lead a task with a due date, or automate the follow-up so it happens either way.
Know where your gigs come from
Record where each lead came from: your website, a planner, a directory, a referral, social media. After a few months you'll see which sources turn into booked gigs and real revenue, and where to spend your time.
One record per client
Keep contact details, notes, emails, past gigs and tags together. When a past client comes back for an anniversary party or refers a friend, you have the whole history in seconds.
How BookLive helps
- Inquiries to clients to gigs. Turn an inquiry into a client and a booking with its details carried over.
- Lead pipeline. Track where every lead stands.
- Tags, notes and tasks. Organize clients and set follow-ups with due dates.
- Lead sources report. See conversion rates and revenue by where leads came from.
- Email history and CSV import. See every email with a client, and bring your existing client list in.
Your musicians use BookLive for free. Only the bandleader pays.
Frequently asked questions
How fast should I reply to a gig inquiry?
Within a day at most, and within a few hours if you can. Clients often book the first professional reply.
What's the best way to track gig leads?
Keep every lead in one pipeline with its status and a follow-up date, instead of in your inbox.
How do I know which marketing books gigs?
Record the lead source for every inquiry and compare how many from each source become booked gigs.
Manage your clients in BookLive
Every inquiry, client and booking in one place, with nothing slipping through.
Your musicians never pay.