Equipment Rental Invoice Template
Create professional equipment rental invoices with clear rental periods and equipment details. This equipment rental invoice template supports daily or weekly rentals, delivery and pickup, fuel/consumables, setup, and optional operator services—ideal for rental companies billing contractors and customers with transparent documentation. Download instantly in PDF, Word, or Excel format.
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What to Include on an Equipment Rental Invoice
Equipment rental invoices should clearly show what was rented and for what time period.
Rental details- Rental period (date range)
- Equipment list or IDs/serials
- Job site/location (optional)
- Pickup/return details (optional)
- Equipment rental (daily or weekly)
- Delivery/pickup
- Fuel/consumables
- Setup/installation
- Operator service
- Subtotal, tax (if applicable), total due
- Payment terms and instructions
Equipment Rental Pricing: Daily, Weekly, and Service Add-Ons
Rental companies typically bill using time-based pricing plus add-ons.
1) Daily rental
Best for short jobs or one-off rentals.
2) Weekly rental
Lower effective daily rate for longer jobs.
3) Add-on services
Delivery/pickup, setup, fuel/consumables, and operator services when required.
Including a clear “Rental period” helps clients reconcile days billed and reduces disputes.
Equipment IDs, Serial Numbers, and Rental Tracking
Equipment invoices often need identifiers for tracking.
Best practices- List equipment names plus IDs/serials when available
- Use consistent labeling across invoices
- Add pickup/return details for accountability
Returns, Late Fees, and Condition Notes
Rental invoices often reference return expectations.
Common notes- Late return billing by day
- Responsibility for damage or missing parts
- Condition and return requirements