Equipment Rental Invoice Template

Free invoice templates for equipment rental businesses built for rental rates, delivery and pickup charges, and damage waiver. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: equipment rental invoice, equipment rental bill, or tool rental invoice.

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Download Free Equipment Rental Invoice Templates

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

Custom Equipment Rental Invoice Template

Best for:

Logo, asset, serial and PO fields.

Editable Equipment Rental Invoice Template

Best for:

Edit rates, periods, setup, cleaning.

Printable Equipment Rental Invoice Template

Best for:

Totals, damage waiver, signatures, terms.

Free Equipment Rental Invoice Template

Best for:

Items, qty, days, delivery, deposit.

How to Invoice for Equipment Rental

Track time and gear, add any extras, apply the deposit, and send a clear invoice fast.

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In 5 Steps:

Confirm the gear, rental dates and times, and condition at checkout and return.
Enter the rental time used by unit, confirm the correct tier for the dates, and verify math.
Collect a refundable deposit and note the amount and payment method on the ticket.
Add taxes and allowed fees per policy, attach the signed agreement and photos, and double check totals.
Apply the deposit to the balance, set due date and terms, and send the invoice for payment.

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What to Include on an Equipment Rental Invoice

Use these fields to keep invoices clear and compliant.

Business name, address, email, phone
Tax ID or business license #
Invoice number and invoice date
Customer name and billing address
Rental agreement # and signed-by name
Equipment details (model, asset or serial #)
Rental period (start date and time, end date and time)
Rate unit and quantity used
Deposit received (amount and method)
Insurance certificate or damage waiver selection, check local rules

Billing Scenarios for Equipment Rental Businesses

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

Weekend rate; Multi-day rate

Weekend or multi-day rental

Shows the discount or tier so the math matches the calendar.

Delivery; Pickup

Delivery and pickup

Separates travel in and out so timing and effort are transparent.

After-hours pickup; After-hours return

After-hours pickup or return

Flags off-schedule work so clients see why timing costs more.

Fuel charge; Recharge fee

Fuel or battery recharge needed

Keep hours, days, and weeks on separate lines with matching rates. If a period crosses tiers, show each tier on its own line.

Cleaning fee; Shop time

Cleaning required beyond normal wear

Covers extra cleanup that was not part of the base rental.

Missing accessory; Replacement cost

Accounts for items not returned and the cost to replace them.

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Rental rates and service fees for equipment rental

Itemize rental days, delivery and pickup, damage waiver, overtime, and cleaning with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Skid Steer Rental

Time

Customer books machine time

Qty × daily/weekly rate × days. Log start/return hour meter and note any pre-existing damage.

Attachment Rental: Auger

Time

Bit/attachment rented with unit

Qty × daily rate × days. List size and coupling to avoid wrong-fit disputes.

Delivery & Pickup

Item

You haul to/from site

Qty × flat rate × zones. Note lead time, site access window, and contact for gate codes.

Fuel Refill Charge

Item

Taxable

Returns below fuel level

Qty × per unit fuel rate. Photograph gauge on dispatch and return for clarity.

Cleaning & Detailing

Item

Returns muddy or dusty

Qty × flat clean rate. Call out excessive mud, concrete, or overspray before charging.

Damage Waiver

Item

Customer opts for waiver

Qty × waiver rate. Describe coverage limits and exclusions; keep signed acceptance with the rental contract.

Late Return/Extension Fee

Item

Kept past agreed time

Qty × per-day overage rate. Reference cutoff time in contract and document call attempts.

Jobsite Training/Orientation

Time

Quick operator briefing

Qty × hourly rate. Cover safety checks and basic controls; capture trainee name and signature.

Permit/Access Pass-Through

Item

Street/lot access required

Pass-through as billed. Attach permit copy and reference issuing authority and dates.

Diamond Blade Purchase

Item

Taxable

Customer buys consumable

Cost × (1 + markup%). Note blade size/spec and that purchase is non-returnable once used.

Save and reuse your rental rates and fees

Create a free account and save rental rates, delivery and pickup, and waiver fees once, so nothing gets retyped.

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Common Equipment Rental Invoicing Mistakes

Rentals move fast and disputes get expensive. Use these quick fixes to keep invoices clear and paid.

Mistake

How to fix it

Unclear rental period causes disputes over late fees and extra time.

State start and end date and time to the minute. Publish your cutoff time on the invoice and how extra time is billed.

No deposit policy leads to chargebacks and stalled payouts.

Show the deposit amount, hold period, and refund conditions in plain language. Link the deposit to the agreement and the invoice.

Split base rental, extras, and incidentals into separate lines so totals are easy to check.

Keep hours, days, and weeks on separate lines with matching rates. If a period crosses tiers, show each tier on its own line.

Skipping condition photos makes damage claims hard to prove.

Attach check-out and check-in photos and signatures to the invoice and the file.

Charging tax wrong creates compliance risk and angry clients.

Apply tax only where required and show the rate on the invoice. Follow rules for rentals and services and check local rules.

Equipment Rentals Invoice FAQs

Real-world billing for rental houses and hire shops. Line items, adders, taxes, and terms that get you paid. Use our Equipment Rentals Invoice Template, clear answers.

How do I price weekend bundles vs daily rates?

Spell it out by period. List the bundle and the included days. Example: “Mini excavator: Weekend bundle (Fri 3 pm–Mon 8 am) @ $450, includes 16 engine hours.”

What should I include for delivery and pickup?

Show mileage, zones, or flat fees, plus any wait time. Example: “Delivery 22 miles @ $3/mile: $66; Pickup: $45; Driver wait time 20 min @ $2/min: $40.”

How do I charge for fuel and meter hours on return?

Note start levels, end levels, and hourly limits. Example: “Fuel refill 8 gal @ pump rate $4.25: $34; Overage 3 engine hours @ $18/hr: $54.”

Should I add a damage waiver or insurance line?

Yes, if your rental company offers it. Make it optional and define coverage. Example: “Damage waiver 12% of rental: $38.40; Covers accidental damage, excludes misuse.”

How do I handle cleaning fees for muddy equipment?

Use a clear threshold and rate. Example: “Heavy cleaning: Skid steer, 30 min shop time @ $60/hr: $30; Bio/paint removal not included.”

Can I charge for lost or broken accessories?

Yes. List replacement at current cost from the lessor. Example: “Breaker chisel: Lost, replacement: $95; Saw chain: Broken, replacement: $28.”

How do taxes work for rental, delivery, and fuel?

Rentals are usually taxable. Delivery, fuel, and fees may be taxable or not. Rules vary—check local rules. Example: “Rental $300 (taxable); Delivery $60 (taxable in some states); Sales tax 7%: $25.20.”

What happens when the client extends the rental or returns late?

Document off-rent call time, grace period, and overtime rates. Example: “Extension: 1 extra day @ $180; Late return fee after 1-hour grace: $25.”