Equipment Rental Invoice Template — PDF, Word & Excel
Invoice equipment hire, delivery and collection.
Your current input stays until you confirm a replacement.
Download an offline template
Blank business details, editable work items and no example prices. One offline layout, separate from the online Simple, Modern and Branded styles.
PDF is for printing, without fillable fields. Word tables are editable; neither format calculates totals. Excel: eight lines, CAD only. Quantities: 0–10,000, up to three decimals. Rates: 0–10,000, up to two decimals. Each line rounds half up to cents. No tax, discounts, shipping, deposits or payment balance calculations. Review inputs and totals.
Choose “Use this template” to edit online and export a completed PDF. Offline downloads leave your browser draft untouched.
A practical example
Fictional example. Replace the details and rates before use. CAD rates are illustrations, not price recommendations.
| Description | Quantity | Unit | Rate (CAD) |
|---|---|---|---|
| Equipment hire — fictional light kit | 3 | day | 65 |
| Delivery and collection | 1 | trip | 40 |
Illustrated subtotal: CAD 235.00. Before tax, discounts or shipping; not a deposit or payment balance.
What to fill in
- Specify the hired equipment and rental dates.
- Explain deposits or damage terms separately; this example does not manage deposit balances.
- Project / PO reference
- DEMO-LIGHT-KIT-001
- Service period
- 2026-10-03 to 2026-10-05 (three agreed billed days)
Identify the equipment being hired
Name the equipment and the included accessories so the customer can match the bill to the handover record. Use an asset or hire reference when several similar units are out on rent; avoid a single ambiguous row labelled “rental.”
State what a rental unit covers
Show the agreed start and end dates or times, then enter the billed days, weeks or other agreed units yourself. A calendar day, a working day and an equipment-use hour need not mean the same thing. Any extension should follow the agreed hire terms rather than an assumed automatic conversion.
- Describe an extra accessory outside the original kit as its own charge.
- Identify delivery and collection locations when they explain separately agreed trips.
Rental invoice questions
How do I bill two identical items for several days?
For a per-item daily rate, enter the total item-days and describe the item count and rental dates. For a package rate covering both items, use the package’s own agreed unit instead.
Does this manage security deposits?
No. Refundable deposits, damage claims and deposit reconciliation need your own separate records.
Can I bill delivery separately?
Yes. Describe delivery or collection in separate rows when separately agreed, and check the applicable tax calculation.