Equipment Rental Invoice Template


(4.9 / 5) 73 votes
Equipment Rental Invoice Template - Thumbnail

Get your Equipment Rental Invoice Template in 3 easy steps

  • 01 Fill and edit template
  • 02 Sign it online
  • 03 Export or print immediately

Understanding the Equipment Rental Invoice Template

The equipment rental invoice template is a practical and essential tool for businesses that provide rental services for various pieces of equipment. It's an easy-to-use document, ensuring customers' proper billing while keeping a critical record of business operations.

Purpose of the voice equipment rental

The primary purpose of the equipment rental invoice is to provide a detailed record of the transaction between a business and a customer. It outlines the type of equipment rented, the rental period, prices, and other relevant details. This document helps maintain transparency, ensures effective communication, and aids in smooth financial management.

How to Fill Out Rental Equipment Invoice Template

It's important to be accurate when filling out an equipment rental invoice. Ensure you've got the correct customer details and the right description of rented equipment. Then you should follow these steps:

  1. In the first section labeled 'Company', begin by typing your Company name in the field provided.
  2. Follow with the street address of the Company. 
  3. Next, input the City name where the Company is situated.  
  4. Specify the State of your Company's location.  
  5. Fill in the Zip Code for the Company. 
  6. Add your Company's phone number, for any essential communication. 
  7. Then, insert your official Company email address needed for correspondence.
  8. In the 'Invoice #' field, enter the unique invoice number for the equipment rental.  
  9. In the 'Date' field, choose or type the date the invoice is being prepared.
  10. Next, you'll see the 'Bill to:' section; here, input the Name of the client who is being billed for the equipment rental. 
  11. Also, fill in the Street Address, City, State and Zip Code connected to the client's billing. 
  12. Now, in the 'Ship to:' section, enter the Name where the rented equipment will be shipped. 
  13. Provide the specifics of the shipping address - the Street Address, City, State, and Zip Code. 
  14. In the table provided, write a brief Description of the Equipment to be rented. 
  15. Specify the Quantity of the equipment being rented. 
  16. Then note the cost per unit, i.e., '$/Unit'.
  17. The 'Amount $' will be a product of the Quantity and the $/Unit, make sure to fill this in correctly. 
  18. Sub-total will consist of the sum of all rental costs before discounts or additions. 
  19. In the next field, if any Discounts are applied to the total cost, enter it.
  20. The 'shipping' field is for any Shipping costs associated with the rented equipment.
  21. Then, determine the associated tax, if any, and record it. 
  22. The 'Total' will be the grand total after considering the above fields - a summation of subtotal, discount, shipping, and tax.
  23. In the 'Comments or Special Instructions' field, state any crucial details or guidelines.
  24. Specify the 'Payment Due' field; this will be the date when the payment is expected to be made by the customer. 

Benefits of using equipment rental invoice

A well-organized invoice makes the whole rental process smooth and efficient. It leaves no room for ambiguity or misunderstanding in terms of the rented equipment, the rental duration, the cost, and the terms and conditions. It ensures accurate record-keeping, facilitates easy tracking of equipment, and speeds up payment processes. 

Also, your business can avoid needless disputes and misunderstandings with customers by providing a comprehensive and clear invoice. The voice equipment rental industry, among others, finds this document highly beneficial.

What people say

  • Fred Walters
    Now that I’ve switched from Word to PDFLiner, I save lots of time processing and digitally distributing tons of billing forms, work orders, forecast reports, and invoices. In addition to this, thanks to PDFLiner, we’ve significantly minimized our paper consumption. Excellent tool that helps me cope with my business workflow faster and easier.
  • Peter Scheffel
    Self-employed attorney
    PDFLiner allows me to streamline the processes of generating and managing legal documents, as well as collecting electronic signatures for all my contracts and agreements. I like that I can customize forms on the go and access PDFLiner from all my gadgets. No more printing or scanning! That’s just brilliant!
  • Lisa Matthews
    University student
    When you’re a student, you deal with PDFs a lot… Newsletters, various worksheets, official forms you need to fill in and sign, etc… To me, filling out a PDF form used to be among the trickiest and most time-consuming things ever. But then a friend of mine introduced me to PDFLiner, and oh my God, my life has changed since then. It’s easy to use and has so many great features. Just awesome, I love it!
Fillable online Equipment Rental Invoice Template
(4.9 / 5) 73 votes
Please, wait...
We use unpersonalized cookies to keep our site working and collect statistics for marketing purposes. By continuing to use this site, you consent to this policy. Learn more