Equipment Rental Invoice Template
Daily and weekly rates, delivery, fuel and damage waiver. Free PDF, no sign-up.
Rental billing turns on dates and hours the customer stopped tracking on day two. The out and in dates, the meter reading at each end, and what the daily rate becomes at a week are the four facts that settle almost every rental dispute, and all four fit on the invoice.
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INVOICE
Issued
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Issued by
Bedrock Plant Hire
3300 Quarry Road 84104 Salt Lake City, UT United States hire@bedrockplant.example |
Bill to
Sagebrush Site Works LLC
120 Basin Drive 84601 Provo, UT United States accounts@sagebrushsite.example |
| Description | Qty | Rate | Tax | Amount |
|---|---|---|---|---|
Mini excavator, 3.5t — asset EX-114 Weekly rate applied, out Monday, in Friday | 1 | $890.00 | UT Sales Tax (8.45%) | $890.00 |
Hydraulic breaker attachment Four days, daily rate | 4 | $120.00 | UT Sales Tax (8.45%) | $480.00 |
Delivery and collection Low-loader, both ways | 2 | $165.00 | — | $330.00 |
Fuel on return Returned at three-quarters, refilled 14 gallons | 14 | $5.20 | — | $72.80 |
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Edit this template Free, no account, no watermark — download the PDF when you are done.
What to put on an equipment rental invoice
- Each item by description and asset number
- The out and in dates, and the rate basis applied — daily, weekly or monthly
- Meter hours at collection and return, where the machine bills by the hour
- Delivery and collection charges, separately from the rental
- Fuel, cleaning or damage charges assessed on return
- Damage waiver, if taken, and what it does and does not cover
Questions
How should a part-week rental be billed?
At whichever is cheaper for the customer, and say which you applied. Charging seven daily rates when a weekly rate exists is the fastest way to lose an account that would have rented from you all year.
Should damage waiver be automatic?
It should be a choice, shown as its own line. A waiver charged without being discussed is the line customers most often demand be removed, and removing it after the fact means re-issuing the invoice.
Guides for this job
- How to charge late fees on an invoiceWording a late fee so it is collectable, choosing a rate, and deciding when to actually apply it.
- How to add credit card payment to an invoiceA pay-by-card button on the invoice itself: what it takes, what the client sees, and what happens after they pay.
- Invoice payment terms explainedNet 30, due on receipt, EOM and early-payment discounts — what each means and when to use it.
About the free invoice generator
Is this invoice generator really free?
Yes. There is no fee, no trial period and no watermark on the PDF. Nothing on this page requires a credit card.
Do I need to create an account?
No. Fill in the form and download the PDF directly — there is no sign-up and no login for this tool.
What file do I get?
A standard PDF, ready to attach to an email or print.
Can I add my own logo and bank details?
Yes. The seller section accepts a logo image and bank transfer details, which are printed on the invoice so your client knows how to pay you.
Is my data stored anywhere?
Nothing leaves your browser except when you download a PDF or save the invoice to an account. A draft is kept locally in your browser so it's still here if you come back, but there is no account behind this page and nothing is ever sent to our servers until you choose to.
Can I use this for any currency or country?
Yes. Choose any currency and country for either party — the totals and formatting follow your selection.
Ready to bill for it?
The template opens in the free invoice generator with these lines already on it. Change what you like, download the PDF.
To send it from an account, with a pay-by-card button on it, your first three invoices are free. Pricing the job before you bill it? Start with the free estimate generator.
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