Party Rental Invoice Template

Free invoice templates for party rental businesses built for rental items, delivery fees, and setup and teardown fees. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: party rental invoice, party rental bill, or party rentals invoice.

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Download Free Party 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 Party Rental Invoice Template

Best for:

Logo, venue fields, schedule windows, PO.

Editable Party Rental Invoice Template

Best for:

Edit items, add setup labor, rush, cleaning fees.

Printable Party Rental Invoice Template

Best for:

Layout for packages, tax, waiver, signatures.

Free Party Rental Invoice Template

Best for:

Items, qty, dates, delivery, pickup, deposit line.

How to Invoice as a Party Rental Business

Keep it simple: confirm the event, list what’s rented, add services, take a deposit, and square up after pickup.

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In 5 Steps:

Confirm event details, rental dates, and service level (drop-off or full setup).
List each item with quantity and rental period, then set the delivery and pickup windows.
Add delivery, setup, pickup, and any required permits or insurance items.
Send the invoice with the booking deposit and payment terms for approval and signature.
After pickup, add extras or losses, apply the deposit, and issue the balance or refund.

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What to Include in a Party Rental Invoice

These are the must-have fields for clear, compliant invoices that prevent pushback later.

These are the must-have fields for clear, compliant invoices that prevent pushback later.

Business name, logo, and contact info
Business license # and insurance policy #
Invoice number and issue date
Client name and billing details
Event date, delivery window, and pickup window
Event address and access notes
Itemized rental list with quantities and unit rates
Security deposit amount and terms
Damage waiver acceptance (yes/no)
Permit # or COI (certificate of insurance) request, if required
Tax on rentals and fees (check local rules)
Payment terms, due dates, and accepted methods

Billing Scenarios for Party Rental Companies

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

Drop-Off Only; No Setup Labor

Drop-off without setup

This tells the client they handle setup and saves disputes about labor.

Delivery & Pickup; Mileage/Tolls

Long-distance delivery or toll roads

Travel costs are separate from rental prices and vary by location and distance.

Damage Waiver (Optional)

Client chooses damage waiver

An optional waiver reduces client liability for accidental damage.

Loss/Damage Charge; Replacement Cost

Items missing or damaged after pickup

List the deposit as received, show how it’s applied to the final balance, and state when any remainder will be refunded.

Weather Hold Fee; Reschedule Fee

Weather reschedule or rain-date hold

Holding inventory or moving dates ties up stock and crew time.

Permit Fee; COI Processing

Some venues need permits or a certificate of insurance, which takes time and money to secure.

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Standard charges and fees for party rentals

List rental items, delivery, pickup, setup and teardown, and deposits with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Tent rental

Item

When a tent is needed

Qty × daily rate × days. Specify size and type so the scope matches the site plan.

Tent setup & strike

Time

When the tent requires labor

Hours × hourly rate. Note crew count and access limits to avoid change orders.

Table rental

Item

When renting tables

Qty × daily rate × days. List shapes and sizes to reserve exact inventory.

Chair rental

Item

When renting chairs

Qty × daily rate × days. Note chair style and color to prevent substitutions.

Linen rental

Item

When renting linens

Qty × daily rate × days. Include sizes and colors; note return condition standards.

Delivery & pickup (standard)

Item

For drop-off and pickup

Qty × rate. Covers one delivery and one pickup in a standard window; add after-hours if needed.

After-hours service

Item

For late-night or off-hours

Qty × after-hours rate. Apply when arrival or pickup is outside standard windows.

Permit processing & coordination

Item

When permits are required

Cost pass-through + service time. Use “Cost × markup multiplier” and attach approvals for records.

Cleaning & disposal

Item

When excess mess or waste

Qty × rate. Covers post-event cleaning and proper disposal; exclude hazardous materials.

Lost/damaged item replacement

Item

Taxable

When items are lost or broken

Qty × replacement cost. Treat as a sale of goods not returned to inventory.

Save and reuse your rental items and fees

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

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Common Party Rental Invoicing Mistakes

If billing feels messy, it’s usually small gaps, not big failures. Patch these and you’ll prevent most disputes.

Mistake

How to fix it

Not listing the rental period start and end times leads to overage disputes.

State dates, delivery and pickup windows, and what counts as a late return or extra day.

Bundling labor with item prices hides the true cost and erodes trust.

Show labor separate from rentals and describe what the crew will do and what the client handles.

Attach clear return and cleaning conditions, require a signature, and use a simple checkout checklist.

List the deposit as received, show how it’s applied to the final balance, and state when any remainder will be refunded.

Leaving out taxes or required fees creates surprise charges and compliance risk.

Calculate tax based on current rules, note exemptions or non-taxable items, and add a note to check local rules.

Ignoring access constraints and wait-time policy makes delivery delays your problem.

Capture stairs, elevators, long carries, and gate codes in an access notes field and state your wait-time policy in minutes.

Party Rentals Invoice FAQs

Clear up delivery zones, tent permits, linens, damage waivers, and after-hours pickups. Get precise line items, markup, and terms that speed up payment, clear answers.

How do you charge for delivery and pickup?

We quote by zone or per mile, plus any stairs or long carries. Example: “Delivery Zone B: $65; Load-in with elevator: $25; Pickup next day: $0.”

What should a damage waiver cover?

It’s a nonrefundable fee that covers accidental damage, not loss or neglect. Example: “Damage Waiver 8%: $28 on $350 rental subtotal.”

Do tent setups include permitting and inspections?

Permits and fire inspections are separate. Rules vary—check local rules. Example: “Tent Permit Filing: $85; Fire Marshal Standby: $90.”

How do you bill linens and cleaning?

Price linens per piece and list cleaning as included or a fee. Example: “120” Round Polyester: $12 each x 10; Linen Laundry: $15.”

What’s the right way to handle weekend or multi-day rates?

Use day-rate tiers with a discounted second day. Example: “Bounce House: $180 Day 1; Multi-Day Add-On: $90 Day 2.”

How do you show setup labor for large installs?

Break out crew hours and any on-site tech. Example: “Setup Crew: 3 hrs x 2 techs @ $45/hr = $270; On-site Attendant: 4 hrs @ $40/hr = $160.”

How are will-call pickups different from delivery?

No delivery fee, but add a prep or loading fee and a deposit hold. Example: “Will-Call Prep: $15; Refundable Deposit Hold: $150.”

What’s the policy on weather reschedules for outdoor events?

Offer one free reschedule within a time window, then charge. Example: “Weather Reschedule: first free if 72+ hrs notice; Late Reschedule Fee: $75.”