The Freelancers’ Handbook (Arts Council England)

Arts Council England has published its first Freelancers’ Handbook: a free, practical guide for cultural freelancers and the organisations that work with them. It was written by freelancer Rachel Mapplebeck, with contributions from other freelancers, and draws on the experiences of more than 5,000 people who took part in the 2024 Cultural Freelancers Study.

Most musicians are freelance, and this Handbook covers the business side of a music career that is rarely taught. It is especially useful on:

  • Fair pay and fees: how to calculate a day rate, payment structures, negotiation scripts and email templates for pushing back on low offers.
  • Contracts and rights: a contracting checklist, cancellation clauses, copyright and how to keep hold of your intellectual property.
  • Tax and money: Self Assessment, expenses, Making Tax Digital, invoicing and insurance.
  • Late payment: your legal rights and a step-by-step guide to chasing overdue invoices, with template emails.
  • Financial support: hardship funds, including Help Musicians, the Musicians’ Union Hardship Fund, PRS Members’ Fund and the Royal Society of Musicians, plus benefits guidance.
  • Wellbeing: spotting burnout, setting boundaries with clients, and support services such as Music Minds Matter and BAPAM.
  • Finding work: networks, mentoring programmes and opportunities listings, including the North East and Yorkshire Sound Women Networks.

There is also a section for organisations, with a checklist and a fair work pledge: pay freelancers fairly and on time, contract well, credit their work and support their access needs. If you hire musicians, read it.

Freelancers-resource-directory

There are many really easy to use financial packages available nowadays that make it super easy to track and record all of your business expenditure; four of these are highlighted above; Sage, Quickbooks, Pandle and Xero. Check them all out for joining deals.

What do we mean by self-employment? Sometimes it is also called being freelance. HMRC, the government body responsible for tax in the UK explains someone is probably self-employed and most of the following are true:

  • they put in bids or give quotes to get work
  • they’re not under direct supervision when working
  • they submit invoices for the work they’ve done
  • they’re responsible for paying their own National Insurance and tax
  • they do not get holiday or sick pay when they’re not working
  • they operate under a contract (sometimes known as a ‘contract for services’ or ‘consultancy agreement’) that uses terms like ‘self-employed’, ‘consultant’ or an ‘independent contractor’

There is further information here: https://www.gov.uk/employment-status/selfemployed-contractor

Self-employment as a musician necessitates a diligent approach to various business tasks. Establishing yourself as a professional entity not only instills confidence in clients and collaborators but also ensures compliance with legal and financial regulations. There should be three areas you need to be on top of once you have registered as self-employed with HMRC,

  • Bookkeeping (financial management) 
  • Paperwork administration (contracts and other documents)
  • Communications

By registering with HMRC, you formalise your status as a self-employed individual, enabling you to manage taxes and contributions efficiently. Diligent bookkeeping practices are crucial, enabling you to track income, expenses, and financial transactions accurately. Effective management systems can help streamline your workflow, safeguard sensitive information, and enhance organisational efficiency. Adopting a proactive and organised stance towards self-employment cultivates professionalism, instills trust, and lays the foundation for a sustainable and successful career in music.

When you are self-employed you will be required to issue (or send) invoices, that is a request for payment to your clients. Bookkeeping packages will usually issue invoices for you or you can create one in a program such as Word or as a pdf. If you have not done this before we have created a template invoice which you can duplicate for your business, simply click on the blue button just to the right here to downlad.

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