Free invoice templates for car rentals built for daily rate, insurance coverage, and taxes and fees. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.
Download a template, then edit in PDF, Word, Excel, Google Docs or Google Sheets. Print or email when ready.
How to label charges so every invoice makes sense the moment your clients see it.
List daily and weekly rates, mileage, fuel, tolls, insurance options, and deposits with professional invoice line items.
Renters push back when totals feel murky. These simple fixes keep charges transparent and disputes rare.
Line items for mileage, fuel, tolls, coverage, airport fees, and drop charges. Terms for holds, returns, and add-ons, with clear answers.
List base daily rate, rental days, taxes, and each add-on as separate lines. Use the Car Rental Invoice Template to keep it consistent. Example: “3 days @ $49,” “GPS add-on $8/day,” “Sales tax 8.25%.”
Add a refueling line with your per-gallon price and the gallons added. Rules vary—check local rules. Example: “Refueling 6 gal @ $9 = $54.”
Add an overage line with units and rate. Note the included miles separately. Example: “Overage 72 miles @ $0.35 = $25.20; Plan includes 300 miles.”
Itemize the toll total and add your admin fee per contract. Include citation ID when known. Example: “Tolls $18.50; Admin fee $5,” or “Citation 123456 $75; Processing $20.”
Use a flat drop fee plus any shuttle or key-drop processing fee. Note pickup and drop locations. Example: “One-way drop LAX to SAN $120; After-hours return handling $15.”
Show each coverage by its daily rate and days billed. Keep acronyms spelled out once. Example: “LDW (Loss Damage Waiver) 3 days @ $22 = $66; SLI 3 days @ $12 = $36.”
List airport concession recovery and facility charges as their own lines, plus the vehicle license recovery fee. Rules vary—check local rules. Example: “Concession recovery 11%,” “Customer facility charge $10/day,” “VLF recovery $3/day.”
Add the repair or cleaning cost with a short note and attach inspection photos. Include loss-of-use only if your contract allows it. Example: “Interior cleaning level 2 $85,” “Odor remediation $150,” “Wheel repair $120.”
