What should an Events and Rentals invoice include?
Add your business name, address, and contact info. Include client name, event name, venue, and dates. Itemize services and rentals with hours, day rates, or quantities. Show deposits, delivery, setup, breakdown, and overtime. Add damage waiver, travel, and tax if needed. Include subtotal, tax, and total due. State payment terms and accepted methods.
Do event invoices charge tax?
It depends on your region and the item. In the US, many services are taxable by state. Rentals and goods often are. In Canada, charge GST/HST or GST plus PST as required. In the UK, add VAT if registered and list your VAT number. Always show the tax rate, tax amount, and total due.
What event details should I include for clarity?
List event date, venue, load-in and load-out times, set length, and crew names if needed. For rentals, add quantity, serial or unit IDs, and return date. For bar service, note license or COI details when required. For food, list headcount and menu. Clear details reduce disputes.
Template or generator, which should I use?
Use a template for one-off jobs or small events. It’s quick. Choose a generator if you manage deposits, packages, or gear lists. The tool saves clients and items, handles tax and overtime, sends payment links, and keeps history for repeat bookings.
How should I set payment terms for events?
Take a deposit to hold the date. Common splits are 25% to 50% up front, with the balance due before the event or on delivery. State refund, reschedule, and weather rules. Add late and overtime rates. Offer card and bank transfer. Include a clear due date.
How do I handle damage deposits and losses?
Add a refundable damage deposit as its own line. After the event, list any missing or broken items as separate charges with notes. Show the remaining deposit refund or balance due. Keep photos or serial records with the invoice for proof.
