AV and Lighting Rental Invoice Template

Free invoice templates for AV and Lighting Rentals built for equipment rental, delivery and pickup fees, and setup and teardown labor. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: av lighting rental invoice, av lighting rental bill, or av invoice.

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Download Free AV and Lighting Rental Invoice Templates

Download a template, then edit in PDF, Word, Excel, Google Docs or Google Sheets. Print or email when ready.

Sheets, Excel, Word and Doc Templates Coming November 21, 2025.

Custom AV and Lighting Rental Invoice Template

Best for:

Logo, venue IDs, plot and PO fields.

Editable AV and Lighting Rental Invoice Template

Best for:

Edit packages, add cables, crew, delivery.

Printable AV and Lighting Rental Invoice Template

Best for:

Totals, rigging notes, tax, signatures.

Free AV and Lighting Rental Invoice Template

Best for:

Gear list, days, setup, tech hours, power.

How to Invoice for AV and Lighting Rental

Keep the job tidy from quote to return with a deposit up front and a clean final balance at the end.

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In 5 Steps:

Confirm scope, event dates, venue access, and build a quote with rental days and any services.
Convert the approved quote to an invoice, add the required deposit, set terms and due date, and send for payment.
Lock logistics by listing delivery or pickup windows and note any needed COI or permits for the venue.
After the event, check gear back in, record shortages or damages, and update the invoice.
Apply the deposit, add any post-show charges, and send the final balance with payment options.

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What to Include in an AV and Lighting Rental Invoice

These are the must-have fields for clear, compliant invoices.

Your business name, address, phone, and email
Tax ID or VAT number
Client billing name, address, and contact
Event name, venue, and location
Event dates and on-site window
Rental period (start date, end date, and rate basis)
Purchase order or Job/Show reference
Invoice number, issue date, and due date
Deposit received reference and current balance due
Compliance identifiers such as COI requirement, permit #, or DOT/MC. Check local rules.

Billing Scenarios for AV and Lighting Rental Providers

How to label charges so every invoice makes sense the moment your clients see it.

Equipment Rental (Day Rate); Delivery & Pickup

One-day show with delivery and pickup

Shows the gear cost and the logistics as separate, easy-to-approve charges.

Equipment Rental (Multi-Day); Rate Discount

Three-day rental with discount after day one

Explains how the first day prices higher and later days bill at a lower rate.

Labor - Setup; Labor - Strike

Setup and strike by your tech crew

Separates people time from gear so clients see where hours go.

After-Hours Surcharge; Overtime Labor

Load-out after 10 pm with overtime

State whether the client must provide a COI, coverage limits, and deadlines before delivery.

Loss/Damage Fee; Replacement Cost

Missing clamp and torn scrim on return

Ties the invoice to return notes so replacement is straightforward.

On-Site Add-On; Change Order

Connects mid-show changes to extra charges with a clear paper trail.

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Standard charges and fees for AV and lighting rentals

Itemize equipment rental, delivery and pickup, setup labor, and strike with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Delivery & Pickup

Item

Gear needs transport to venue

Trips × flat rate. Schedule windows and loading access; note dock or stairs.

Setup & Strike Labor

Time

Load-in, cabling, focus, teardown

Hours × hourly rate. Cover build and breakdown; log crew hours clearly.

On-Site AV Technician

Time

Show support or standby

Hours × hourly rate. Include minimum call; capture overtime separately.

Lighting Programmer/Op

Time

Console programming and cues

Hours × hourly rate. Include rehearsal and playback; note desk model.

PA System Rental

Item

Speakers and mixer package

Qty × day rate. List components; standard 24-hour rental; damage billed separately.

Lighting Fixture Rental

Item

Movers, pars, or specials

Qty × day rate. Specify model and lens; include clamps and safeties.

LED Wall Panel Rental

Item

Video wall by panel count

Panels × day rate. Include processor/scaler; specify pixel pitch; test before handoff.

Wireless Mic Kit Rental

Item

Lavalier or handheld channels

Channels × day rate. Includes TX/RX and clip; coordinate frequencies with venue.

Rigging & Permit Coordination

Item

Venue rigging or fire permits

Pass-through as billed. Covers lifts, rigging sign-offs, and permits; attach receipts.

Consumables & Expendables

Item

Taxable

Client keeps tape, gels, batteries

Cost × (1 + markup%). Sold items the client keeps; note quantities by show.

Save and reuse your AV rental rates and fees

Create a free account and save gear prices, delivery, and setup fees once, so nothing gets retyped.

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Common AV and Lighting Rental Invoicing Mistakes

Invoicing can get messy fast, and these fixes keep cash moving and prevent disputes.

Mistake

How to fix it

Vague rental period leads to extra-day disputes and surprise balances.

State the start date, end date, and pickup/return windows, and list the unit you bill by.

One lump-sum total hides scope and triggers approval delays.

Break out sections for rentals, services, and fees, with quantities and units so clients can check each part.

Add Net terms, accepted methods, and late-fee language, and place the due date near the total.

State whether the client must provide a COI, coverage limits, and deadlines before delivery.

Wrong sales tax handling on rentals creates compliance headaches.

Apply tax only to taxable items and document any exemptions or resale use. Check local rules.

Deposit not recorded or applied leaves the final balance wrong.

Record the deposit with a reference and subtract it from the final invoice, showing the math.

AV & Lighting Rentals Invoice FAQs

Billing for rental houses and production companies: day rates, delivery, setup/strike, damage waiver, overtime, rigging, permits, COI, returns. Fits an AV & Lighting Rentals Invoice Template, clear answers.

How do you bill single-day vs multi-day gear?

Use a day rate with clear out and in times. Offer multi-day pricing like 3-day week or weekly cap. Example line: “LED Pars, 16 units: 3 days @ $25/day = $1,200.”

What belongs on delivery, setup, and strike labor?

Split truck time from crew time. Show call length and crew type. Example line: “Delivery Truck: 2 hrs @ $95/hr = $190” and “Audio Tech: 4 hrs setup + 2 hrs strike @ $65/hr = $390.”

How do you charge for late returns or missing gear?

Add daily holdover rent plus replacement for lost items. Note check-in date and any grace period. Example line: “Delay Fee: 1 extra day lighting package @ $220/day = $220” and “Missing XLR 25': replacement = $18.”

Should I add a damage waiver or require client insurance?

Yes. Offer a nonrefundable waiver or require a COI naming your rental house as additionally insured. Example line: “Damage Waiver: 12% of rental subtotal = $84.”

How do you price a technician for show ops and overtime?

Bill on-site hours with overtime after 8 or 10, plus meal penalties if applicable. Rules vary. Check local rules. Example line: “Lighting Operator: 10 hrs @ $55/hr + 2 OT hrs @ $82.50/hr = $715.”

Can I bill packages with add-ons?

Yes. Bundle common rigs, then list extras clearly. Example line: “Wedding Uplight Package: 12 fixtures, controller, cabling = $450” and “Add: Wireless DMX: 1 day @ $60.”

What deposit and cancellation terms are standard?

Hold the date with a nonrefundable retainer, then balance due before release. Use a sliding cancellation schedule. Example line: “Retainer: 30% of total = $375; Cancellation inside 72 hrs: 50% of labor + 1 day rent.”

Do I need to charge for permits, power, and rigging points?

If the venue or city requires it, bill them as pass-throughs with copies on request. Include house rigger fees when needed. Example line: “Venue Rigging: 4 points @ $85/point = $340” and “Temporary Power Permit: at cost $95.”