GigBill — Full Guide

GigBill builds an invoice in three steps — Build Invoice, Review Totals, Send Invoice — and this page walks every field in that order. The app is designed to be used by intuition; this guide exists for when you want to know exactly what a field does, what it prints on the invoice, and which rules protect your math. For quick help, see the Support page.

Your profile

Set once from the dashboard: name, email, phone, and address. These print as the sender block on every invoice. Email Me a Copy BCCs your own address on every invoice you send, so proof of sending arrives in your own inbox — on by default. In Settings, choose your industry (it shapes the role picker to your discipline) and your currency. If your industry or role isn't listed, Add Industry and Add Role save your own, and custom roles stay at the top of the picker.

Starting an invoice

Tap New Invoice. Invoice numbers advance automatically and never repeat. Set the Bill To company and contact — clients you've billed before are saved and reappear for one-tap selection. An invoice holds as many jobs as the gig requires; each job prints as its own section.

Building a job

Name the job, set the site or venue, and choose your role. Then set how it bills:

Day Rate — on, the day bills a flat amount regardless of hours, and overtime still bills on top of it. Off, the day bills hourly at your Hourly Rate.

OT1 and OT2 — two independent overtime tiers, each with its own threshold (in hours) and its own rate. Hours past the OT1 threshold bill at the OT1 rate; hours past the OT2 threshold move to the OT2 rate. Leave a tier off and it never appears.

Per Diem — set per job, applied to each work day of that job, and listed with expenses on the invoice.

Logging a work day — Call, Cut, Released

Call starts the day. Cut ends it — the moment the venue cuts you. Total hours are computed from Call to Cut, rounded to the quarter hour, with unpaid meal time deducted.

Released is for the rare day you're held past cut — the truck pack after the venue cut you, the shuttle that never came. When Released is set, the day bills to Released instead of Cut, and those extra minutes fall into whatever rate tier they land in. Because a stale or ambiguous Released is exactly how phantom overtime ends up on an invoice, Released follows strict rules:

Released unlocks only after Cut is entered. Its picker offers only times from Cut to six hours after Cut — a time before Cut, or an unreasonable one, cannot be dialed at all. A Released past midnight is fine within that window and is flagged NEXT DAY in red so you can verify it at a glance.

The time fields also protect each other. If you edit Call to a time later than Cut, Cut and Released clear and the day shows $0.00 until you re-enter them. If you edit Cut past your Released, or outside its six-hour window, Released clears. Cut has a Clear button; clearing it clears Released with it. A cleared field is ten seconds to re-enter — a silently wrong one is money billed that you didn't earn, or earned and didn't bill. GigBill always chooses the visible correction.

Meals and meal penalties

Meal 1 and Meal 2 — toggle on the meals you took, each with its duration. Meal time is deducted from the day's billable hours.

Meal Penalty is separate and independent — a day can have both a meal deduction and penalties. When a meal runs past the deadline, toggle Meal Penalty on and enter the amount owed; each half-hour increment is its own numbered line — Meal Penalty 1, Meal Penalty 2, added with the + button — billed as a flat amount, separate from hours, exactly as a payroll department expects to see it.

Notes and Total Hours

Notes print on the day's invoice line — "Show Day," "Load-In," whatever the day was. Total Hours is computed from your time log, but the field accepts a typed override for the day the paperwork and the clock disagree; any later change to the time log recomputes it. Below it, the day's breakdown itemizes regular time, each OT tier, per diem, and penalties with a running Day Total — the math is always visible, never behind a tap.

Travel, expenses, and receipts

Add Travel bills a fixed fly-in, fly-out, or travel-day fee as its own line, separate from your rate. Expenses take a description and amount, with receipt images attached by Photo, Library, or Files; whether receipts ride along on the sent invoice is controlled by Attach Receipts in Settings.

Review and send

Review Totals itemizes every job, day, tier, per diem, and expense before anything leaves your phone — what you see there is exactly what prints. Send Invoice composes the PDF and opens your own Mail with recipient, subject, and message pre-filled. The email goes through your account, never through GigBill; with Email Me a Copy on, the BCC lands in your inbox as proof it went out.

Your data

Everything lives on your device. There is no account, no server, and nothing is sent to Zerqon — no analytics, no tracking. Invoices are included in your iPhone's own backup, so they restore through your iCloud, under your Apple ID, never through us.

Questions this page doesn't answer: hello@gigbill.app — read by the studio directly.