Car Rental Invoice Template

Car rental invoices should clearly document the rental period, the vehicle category, and any add-ons so customers can reconcile charges quickly.

• Customer name and contact info
• Rental agreement number
• Pickup and drop-off location(s)
• Rental period (start → end)

• Vehicle class/category
• Optional plate number or vehicle identifier (if you track it)

• Daily or weekly rental rate
• Insurance/damage waiver options
• Additional driver fees
• Fuel charges (if applicable)
• Mileage overages (if applicable)
• Late return fees (if applicable)

• Security deposit shown as a credit when applicable
• Subtotal, tax, total due

Car rentals are usually billed by time with add-ons.

1) Daily rate
Most common. Quantity = number of days.

2) Weekly rate
Discounted pricing for longer rentals. Quantity = number of weeks (or a flat weekly line item).

3) Mixed
Weekly rate + extra days at daily rate.

Add-ons like insurance, extra drivers, and mileage rules should be itemized so customers understand why totals vary.

Two common sources of extra charges are fuel and mileage.

• Applied if the vehicle isn’t returned at the agreed fuel level
• Often a flat refuel fee or per-unit charge

• Applied if rental includes a mileage limit
• Billed per mile/km beyond the included amount

Many rentals include a security deposit.

• Show the deposit clearly as a credit line item when applicable
• Itemize any additional charges separately (late return, cleaning, toll admin fees)
• Reference the rental agreement number so customers can match the invoice to their booking