Download Free Portable Toilet 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 Portable Toilet Rental Invoice Template

Best for:

Logo, contract terms, site and permit fields.

Editable Portable Toilet Rental Invoice Template

Best for:

Edit counts, pump cycles, handwash, extras.

Printable Portable Toilet Rental Invoice Template

Best for:

Jobsite, route, tax, signatures, service notes.

Free Portable Toilet Rental Invoice Template

Best for:

Units, days, delivery, service schedule, pickup.

How to Invoice as a Portable Toilet Rental Provider

Quote it, schedule it, service it, then bill it with clear dates and the deposit applied.

Free Online Invoice Generator

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In 5 Steps:

Confirm unit count, ADA needs, dates, service frequency, placement, access, and any permits.
Send a written quote and rental agreement for approval and collect a deposit to reserve units.
Deliver and set the units, log serial numbers, and start the service schedule.
Track rental days, extra service calls, site moves, damages, and disposal so totals stay accurate.
Issue the invoice that applies the deposit, shows the balance due, and lists the due date and payment options.

Free Online Invoice Generator

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What to Include in a Portable Toilet Rental Invoice

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

Business name, address, phone, and email
Customer name, billing address, and site contact
Invoice number and issue date
Rental agreement or PO number
Service location and placement notes
Unit count with serial or asset IDs
Rental period start and end dates
Service frequency and service window
Deposit received reference and amount
Tax rate and any exemptions, check local rules
Payment terms, due date, and late fee policy
Compliance identifiers, such as waste hauler permit #, DOT or MC # if hauling, and any event permit or inspection #

Billing Scenarios for Portable Toilet Rental Providers

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

Weekend Rental (per unit); Delivery and Pickup

Weekend event rental with delivery and pickup

Shows the short rental and the logistics in one view.

Monthly Rental (per unit); Weekly Service

Monthly construction rental with weekly service

Clarifies recurring rental plus the routine pump-out.

Extra Service Call; Waste Disposal

Heavy use triggers an extra pump-out between scheduled visits

Adds an unscheduled clean tied to disposal volume.

On-site Relocation; Standby Time

Units need to be moved to a new spot on the same site

Split taxable supplies from non taxable rental or service lines based on local rules. Store your current tax rates and exemptions.

ADA Unit Upgrade; Restroom Trailer Rental

Client requests ADA units or a restroom trailer upgrade

Shows the higher spec equipment as a separate charge.

Blocked Access Fee; Return Trip

Recovers the cost of a missed stop and second run.

Free Online Invoice

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Standard charges and fees for portable toilet rentals

List rental days, delivery and pickup, weekly service, and cleaning with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Standard unit rental (weekly)

Item

For basic event or jobsite needs

Qty × weekly rate × weeks. Confirm level placement and 24/7 access for service.

Deluxe unit w/ sink rental

Item

When handwash is required in-unit

Qty × weekly rate × weeks. Verify freshwater availability and greywater handling rules.

ADA accessible unit rental

Item

When accessibility compliance applies

Qty × weekly rate × weeks. Place on firm, barrier-free path meeting clearance guidelines.

Handwash station rental

Item

Add sinks near food or high traffic

Qty × weekly rate × weeks. Position near units and schedule refills with service cycles.

Delivery & pickup

Item

Start or end of any rental

Trip × flat rate. Includes drop, placement, and final removal; confirm site map and hours.

Extra service / pump-out

Item

Add midweek cleaning or heavy use

Each × service rate. Includes pump-out, recharge, wipe-down; set frequency by headcount.

After-hours delivery / swap

Item

Nights, weekends, or rush requests

Each × after-hours rate. Covers overtime crew and dispatch; confirm gate and site lights.

On-site relocation

Item

Move a unit within the property

Each × move rate. Requires safe access; avoid slopes and underground utilities.

Paper & sanitizer restock pack

Item

Taxable

When consumables run low

Cost × (1 + markup%). Includes paper rolls and sanitizer gel as a physical supply.

Weekend event package

Item

Tax Varies

Short events needing unit + restock

Bundle × package rate. Mix of rental and consumables in one fee when splitting isn’t practical.

Save and reuse your portable toilet rates and fees

Create a free account and save rental rates, service visits, and cleaning fees once, so nothing gets retyped.

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Common Portable Toilet Rental Invoicing Mistakes

Invoicing gets messy fast, but small fixes keep cash flowing and clients calm. Use these to prevent pushback and protect margins.

Mistake

How to fix it

Leaving out unit serials creates service mix-ups and disputes about which unit was billed.

Record the serial or asset ID for each unit in the invoice and work logs. Match those IDs to delivery tickets and service notes.

Not listing start and end dates leads to overbilling claims and late pick up arguments.

Show exact dates and the billing cycle in the header. If you prorate, note the method in plain language.

Show the deposit as a payment on the invoice and reduce the balance due. Reference the original receipt.

Split taxable supplies from non taxable rental or service lines based on local rules. Store your current tax rates and exemptions.

Making mid term changes without written approval invites scope fights.

Capture time stamped approvals in email or text and save them to the job. Note the change summary and who approved it.

Missing due date, late fee, or accepted methods slows payment and sparks pushback.

State the due date, grace period, late fee, and ways to pay in the terms. Use the same terms on your quotes and invoices.

Portable Toilet Rentals Invoice FAQs

Bill rentals, servicing, ADA units, delivery zones, rush fees, and deposits the right way for events and construction. Line items, markup, and terms, clear answers.

How do I bill weekend events vs multi-week construction sites?

Model it like your Portable Toilet Rentals Invoice Template: weekend day-rate for events, 28-day cycles for construction. Include unit count and service frequency. Line item example: “3 Standard Porta-Potties @ $49/day, 2 days = $294.”

What do I put on the invoice for delivery, pickup, and placement?

Break out delivery, pickup, and any placement labor or crane set. Add a distance zone or fuel surcharge if needed. Line item example: “Delivery/Pickup, Zone 2 = $85” and “Placement Labor, 2 techs, 0.5 hr = $60.”

How should I charge for servicing frequency and emergency pump-outs?

State what’s included and what’s extra. Example: 1 weekly service in the base rent, emergency pump-out billed per visit. Line item example: “Emergency Pump-Out, 1 visit = $120.”

How do I price handwashing stations, sanitizer refills, and restocking?

Treat wash stations as separate rentals and consumables as replenishment. Price per event or per week. Line item example: “Handwashing Station, 2 @ $25/day = $50” and “Sanitizer Refill, 4 bottles @ $6 = $24.”

When should I add a damage waiver, deep clean, or graffiti removal?

Use a small damage waiver on each unit to cover minor hits, then bill deep cleans or graffiti as needed with photos. Rules vary—check local rules on waivers. Line item example: “Damage Waiver, 4 units @ $5 = $20” and “Graffiti Removal, 1 hour = $90.”

What after-hours or rush fees are acceptable?

Charge a premium for deliveries before 7 a.m., after 5 p.m., weekends, or holidays, and a separate rush fee for same-day. Publish the windows in your terms. Line item example: “After-Hours Delivery Surcharge = $65” and “Same-Day Rush = $95.”

How do I handle blocked access, standby time, or failed delivery?

Bill wait time by the quarter-hour and a redelivery fee if the site is locked or unsafe. Note photos and timestamps. Line item example: “Standby, 30 minutes = $45” and “Redelivery Attempt = $75.”

What taxes apply on rentals vs. services on the invoice?

Many states tax equipment rental and some service work. Environmental or disposal fees may also apply. Rules vary—check local rules. Line item example: “State Sales Tax, 7% = $18.20” and “Environmental Fee = $6.”