What should an equipment rental invoice include?

Your business details, an invoice number and date, payment terms and a due date, the customer, and your rental agreement number. Then the rental dates, delivery address and the condition the items should come back in, each item with its quantity, rental days and daily rate, delivery and pickup, any damage waiver and sales tax, a refundable security deposit, and the amount due with how to pay.

Is the security deposit part of the rental charge?

No. In this template it has its own line, "Security deposit, refundable". It's added to the amount due because you collect it with the invoice, but no damage waiver or sales tax is charged on it. You hold it while the equipment is out and refund it as your rental agreement says.

How is the damage waiver worked out?

In the Excel file it's the waiver rate times the rental items subtotal, so delivery and pickup aren't included. The sample uses 10%, marked as sample terms. Set the rate to 0% if you don't offer a waiver, and write your own waiver terms in your rental agreement.

How do I bill for a late return or damage?

Agree the charges in your rental agreement before the rental. If equipment comes back late or damaged, send a separate invoice for the charges you agreed, with the dates and a description, and handle the deposit as the agreement says.

Can I use this template for renting out a house or apartment?

It isn't designed for that. It bills equipment by the day. For rent paid by a tenant, use the rent receipt to record each payment.

Free Rental Invoice Template for Equipment

A free invoice for renting out equipment, with each item billed by quantity and rental days at a daily rate, delivery and pickup, an optional damage waiver and sales tax rate, and a refundable security deposit on its own line, as a blank PDF form plus Word and Excel files filled with sample values

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Quick answer:This page has a free equipment rental invoice. It records the rental company, the customer, the rental agreement number and the rental period with the delivery address and the condition items should come back in. Rental items are billed as quantity × daily rate (for example tent-days or chair-days), then delivery and pickup trips. An optional damage waiver is a percentage of the rental items, sales tax comes from a rate you enter, and a refundable security deposit sits on its own line, apart from the rental charges. It is built for equipment rentals, not for renting a home or apartment. It comes as a blank print-and-fill PDF and as Word and Excel files filled with sample values.

RENTAL INVOICE

Rental company

Business name:: Example Party & Equipment Rentals
Address:: 300 Example Industrial Road, Sampletown
Phone / email:: [Phone or email]

Invoice details

Invoice no.:: RN-5508
Invoice date:: Nov 9, 2026
Payment terms:: Net 3
Due date:: Nov 12, 2026
Rental agreement no.:: RA-5508

Bill to (customer)

Customer name:: Taylor Example
Address:: 52 Sample Road, Sampletown
Phone / email:: [Phone or email]

Rental period

Rental dates:: Nov 14-16, 2026, 3 days
Delivery address:: Example Community Hall, 7 Sample Square, Sampletown
Return condition:: As delivered, folded and free of food and debris

Rental items

Item: Party tent, 20 x 30 ftAmount: 855.00
Details:
1 tent for 3 days
Qty:
3
Unit:
tent-day
Rate:
285.00
Item: Folding table, 6 ftAmount: 270.00
Details:
10 tables for 3 days
Qty:
30
Unit:
table-day
Rate:
9.00
Item: Folding chairAmount: 315.00
Details:
60 chairs for 3 days
Qty:
180
Unit:
chair-day
Rate:
1.75

Rental items: line items
Item	Details	Qty	Unit	Rate	Amount
Party tent, 20 x 30 ft	1 tent for 3 days	3	tent-day	285.00	855.00
Folding table, 6 ft	10 tables for 3 days	30	table-day	9.00	270.00
Folding chair	60 chairs for 3 days	180	chair-day	1.75	315.00

Rental items subtotal1,440.00

Delivery and pickup

Item: Delivery and setupAmount: 150.00
Details:
Nov 14, 2026
Qty:
1
Unit:
trip
Rate:
150.00
Item: Takedown and pickupAmount: 150.00
Details:
Nov 16, 2026
Qty:
1
Unit:
trip
Rate:
150.00

Delivery and pickup: line items
Item	Details	Qty	Unit	Rate	Amount
Delivery and setup	Nov 14, 2026	1	trip	150.00	150.00
Takedown and pickup	Nov 16, 2026	1	trip	150.00	150.00

Delivery and pickup subtotal300.00

Subtotal: 1,740.00
Damage waiver on rental items (10%): 144.00
Sales tax, if applicable (0%): 0.00
Security deposit, refundable: 500.00
Total: 2,384.00
Amount due: 2,384.00

How to pay

Accepted methods:: Bank transfer, ACH or check
Account name:: [Account name]
Bank details:: [Bank name, account and routing numbers]
Payment reference:: Invoice RN-5508

Rental notes

The security deposit is held while the equipment is out and is not a rental charge. It is refunded when the equipment is returned as agreed in the rental agreement.
Sample terms: the optional damage waiver is 10% of the rental items and covers accidental damage, not loss or misuse.
Rental days run from delivery to pickup.

Please quote the invoice number with your payment.

Rental equipment invoice: sample preview. Download it below.

Key Features

Everything you need in a professional invoice template.

Rental company details, invoice number, dates, payment terms and rental agreement number

Bill to (customer): name, address, phone or email

Rental period: rental dates, delivery address and return condition

Rental items table: item, details, qty (item-days), unit, rate and amount

Delivery and pickup table with its own subtotal

Optional damage waiver from a rate cell, on the rental items only (Excel)

Sales tax, if applicable, from a rate cell (Excel)

Refundable security deposit on its own line, outside the waiver and tax

Blank PDF to print and fill in; Word and Excel versions with sample values to overwrite

Download the invoice template

The PDF is a blank invoice to print and fill in by hand. The Word and Excel files contain the sample details shown in the preview, ready for you to replace with your own. In the Excel file, each line amount is a formula: "Qty" × "Rate". The section subtotals, subtotal, fee, tax, total and amount due are formulas too. The fee and tax rates sit in their own cells, so you can change them.

RENTAL INVOICE

Rental company

Business name:: Example Party & Equipment Rentals
Address:: 300 Example Industrial Road, Sampletown
Phone / email:: [Phone or email]

Invoice details

Invoice no.:: RN-5508
Invoice date:: Nov 9, 2026
Payment terms:: Net 3
Due date:: Nov 12, 2026
Rental agreement no.:: RA-5508

Bill to (customer)

Customer name:: Taylor Example
Address:: 52 Sample Road, Sampletown
Phone / email:: [Phone or email]

Rental period

Rental dates:: Nov 14-16, 2026, 3 days
Delivery address:: Example Community Hall, 7 Sample Square, Sampletown
Return condition:: As delivered, folded and free of food and debris

Rental items

Item: Party tent, 20 x 30 ftAmount: 855.00
Details:
1 tent for 3 days
Qty:
3
Unit:
tent-day
Rate:
285.00
Item: Folding table, 6 ftAmount: 270.00
Details:
10 tables for 3 days
Qty:
30
Unit:
table-day
Rate:
9.00
Item: Folding chairAmount: 315.00
Details:
60 chairs for 3 days
Qty:
180
Unit:
chair-day
Rate:
1.75

Rental items: line items
Item	Details	Qty	Unit	Rate	Amount
Party tent, 20 x 30 ft	1 tent for 3 days	3	tent-day	285.00	855.00
Folding table, 6 ft	10 tables for 3 days	30	table-day	9.00	270.00
Folding chair	60 chairs for 3 days	180	chair-day	1.75	315.00

Rental items subtotal1,440.00

Delivery and pickup

Item: Delivery and setupAmount: 150.00
Details:
Nov 14, 2026
Qty:
1
Unit:
trip
Rate:
150.00
Item: Takedown and pickupAmount: 150.00
Details:
Nov 16, 2026
Qty:
1
Unit:
trip
Rate:
150.00

Delivery and pickup: line items
Item	Details	Qty	Unit	Rate	Amount
Delivery and setup	Nov 14, 2026	1	trip	150.00	150.00
Takedown and pickup	Nov 16, 2026	1	trip	150.00	150.00

Delivery and pickup subtotal300.00

Subtotal: 1,740.00
Damage waiver on rental items (10%): 144.00
Sales tax, if applicable (0%): 0.00
Security deposit, refundable: 500.00
Total: 2,384.00
Amount due: 2,384.00

How to pay

Accepted methods:: Bank transfer, ACH or check
Account name:: [Account name]
Bank details:: [Bank name, account and routing numbers]
Payment reference:: Invoice RN-5508

Rental notes

The security deposit is held while the equipment is out and is not a rental charge. It is refunded when the equipment is returned as agreed in the rental agreement.
Sample terms: the optional damage waiver is 10% of the rental items and covers accidental damage, not loss or misuse.
Rental days run from delivery to pickup.

Please quote the invoice number with your payment.

Rental equipment invoice

An invoice for rented equipment: each item by quantity and rental days at a daily rate, delivery and pickup, an optional damage waiver rate on the rental items, a tax rate cell and a refundable security deposit shown on its own line outside the rental charges.

A request for payment — shows the amount due

Download

What this rental invoice is for

This template is for a business that rents out equipment by the day, such as tents, tables, chairs, tools or machines. It bills the customer before the rental, for the items, delivery and pickup, an optional damage waiver, any sales tax, and a security deposit you hold while the equipment is out. The sample is a party rental company billing a 3-day rental of a tent, tables and chairs for an event.

It isn't built for renting a home or apartment. For rent a tenant pays you, use the rent receipt to record each payment. For a vehicle rental, see the car rental receipt.

The rental equipment invoice has:

Rental company: business name, address, and phone or email.
Invoice details: invoice number, invoice date, payment terms, due date and Rental agreement no.
Bill to (customer): customer name, address, and phone or email.
Rental period: rental dates, delivery address and Return condition, the condition the items should come back in.
Rental items: a table with Item, Details, Qty, Unit, Rate and Amount, and a "Rental items subtotal".
Delivery and pickup: the same columns for trips, with a "Delivery and pickup subtotal".
Totals: Subtotal, "Damage waiver on rental items", "Sales tax, if applicable", "Security deposit, refundable", Total and Amount due.
How to pay: accepted methods, placeholders for the account name and bank details, and the payment reference to quote.
Rental notes on the deposit, the damage waiver and how rental days are counted.

It comes as three files:

PDF: a blank form to print and fill in by hand, with blanks for the waiver and tax percentages.
Word (.docx) and Excel (.xlsx): the same layout filled with sample values for you to overwrite.

In the Excel file:

Each line's Amount is Qty × Rate rounded to the cent, and the rental items table has one empty row.
The two section subtotals and the Subtotal (rental items plus delivery and pickup) are formulas.
"Damage waiver on rental items" has a rate cell (10% in the sample). The waiver is that rate × the rental items only, not delivery and pickup.
"Sales tax, if applicable" has a rate cell (0% in the sample) and is worked out on the Subtotal plus the waiver.
"Security deposit, refundable" is an amount you type in. It's added to the Total, but no waiver or tax is charged on it.
Amount due equals the Total.

The file's tip says: to leave out the damage waiver or the sales tax, set its rate to 0%; to leave out the deposit, set it to 0.00; and don't delete these rows, because the totals refer to them. In the Word file, the waiver and tax lines show their rates in the label ("(10%)", "(0%)"), so update both the label and the amount if you change them.

The sample adds up like this:

Rental items: 3 tent-days × $285.00 = $855.00, 30 table-days × $9.00 = $270.00 and 180 chair-days × $1.75 = $315.00, for $1,440.00.
Delivery and pickup: 2 trips × $150.00 = $300.00. Subtotal: $1,740.00.
Damage waiver: 10% × $1,440.00 = $144.00. Sales tax: 0.00 at 0%.
Security deposit, refundable: $500.00.
Total and amount due: $1,740.00 + $144.00 + $500.00 = $2,384.00, due Nov 12, 2026 on Net 3 terms.

These figures only show how the form works. They are not typical rates.

Rental days, quantities and rates

Bill each item in item-days, so one line shows both how many items and how many days. The sample's notes say "Rental days run from delivery to pickup", so 10 tables for 3 days is 30 table-days at the daily rate. If you charge by the week or the weekend instead, change the unit (for example "tent-week") and the rate to match, and say how you count the period in the rental notes.

Use Details for what the customer will check: how many items and for how long ("10 tables for 3 days"). Put the dates in the Rental period fields, along with the delivery address and the return condition you agreed.

Damage waiver, security deposit and tax

Damage waiver. It's an optional charge you decide to offer, and its terms are yours to set. The sample's notes are marked "Sample terms": the waiver is 10% of the rental items and "covers accidental damage, not loss or misuse". Write your own terms in the rental agreement and the notes, or set the rate to 0% if you don't offer one.
Security deposit. It's money you hold while the equipment is out. It isn't a rental charge, which is why it has its own line and no waiver or tax is charged on it. Keep it apart from rental income in your records. Your rental agreement should say when and how it's refunded; check the rules where you work too.
Sales tax. Whether rental charges, waivers or delivery are taxable, and at what rate, depends on the rules where the rental takes place. Check them, then enter the rate. If your rules tax only some of the lines, overwrite the tax amount.

Late returns and damage

Agree late-return and damage terms in the rental agreement before the rental starts: what a late day costs, how damage is assessed, and what comes out of the deposit. These are business terms you set. The template doesn't suggest any.

If equipment comes back late or damaged, bill the extra charges you agreed on a separate invoice after the return, with the dates and a description of the damage. Then refund the deposit, or the part of it your agreement allows you to keep, as the agreement says.

Invoice templates by format: PDF, Excel, Word, Google Docs and Google Sheets, or browse all invoice templates. Other invoice templates: logo design, makeup artist, pizza shop and voice-over.

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What's included in this invoice template

	This invoice	Rent receipt	Car rental receipt
For	Equipment by the day	Rent paid by a tenant	A returned rental vehicle
Sent	Before the rental	After each payment	When the vehicle is returned
Shows	Items × days, delivery, waiver, deposit, amount due	Rent period, amount paid	Charges, deposit hold, amount paid

When this isn't for you

If you rent out a home or apartment, use the rent receipt for tenant payments rather than this equipment invoice. If you rent out vehicles, the car rental receipt records the return. And if your rental software already issues invoices, use it so your bookings and invoices match.