Rental Invoice Template
A rental invoice template for equipment and item hire: rental period, daily or weekly rate, delivery, damage waiver and deposit. Example amounts are illustrative — replace them with your own.
Also used as a equipment rental invoice, hire invoice, equipment hire invoice, lease invoice.
From
Bill to
Items
Custom fields
Add purchase order numbers, project references, or any extra detail that appears on the invoice.
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Invoice
| Invoice # | INV-001 |
| Issued | Oct 8, 2026 |
| Due | Oct 22, 2026 |
Billed to
| Description | Qty | Rate | Amount |
|---|
| Subtotal | $0.00 |
| Tax (0%) | $0.00 |
| Total due | $0.00 |
Notes
Payment due within 14 days. Thank you for your business!
Made with Invoala — free invoice generator · invoala.com
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When to use this template
Use it for tool, party, AV and vehicle rentals.
Fields to include
- Your business name, address and contact details
- Invoice number, issue date and due date
- Item with serial or asset number
- Rental start and return dates
- Deposit held and damage waiver
Sample rental invoice: what the lines look like
- Mini excavator, 1.5 ton (days)3 × $285.00 = $855.00
- Delivery and collection1 × $120.00 = $120.00
- Damage waiver, 12%1 × $102.60 = $102.60
- Refundable deposit1 × $500.00 = $500.00
- Example total before tax$1,577.60
Practical tips
- State out and due-back times; late fees start there.
- Record condition at handover.
- Show the deposit as refundable.
Frequently asked questions
What is a damage waiver?
An optional charge, often 10% to 15% of the rental, that limits what the customer owes for accidental damage.
How is a late return billed?
At the daily rate, or a fraction of it, for each extra day or part day, as your rental terms state.
Can I reuse this rental invoice for my next job?
Yes. Change the client, the line items and the invoice number and download again. With a free account you can save clients and invoices so you don't retype them.
Create your own rental invoice
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