Rental Invoice Template

The rental invoice is for any product, equipment, vehicle, or property between the owner and the lessee. The rent is usually calculated based on time and the amount of use. Depending on the arrangement, payment is usually made at the start of the rental period. If payment is not made, a downpayment or partial payment is required along with obtaining a photocopy of the lessee’s government-issued identification in case the rental is not returned.

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Bill To
Line Item

Rental Invoices: By Type

How to Write in PDF and Word

Download: Adobe PDF & Microsoft Word (.docx)

1 – Save The Rental Invoice To Collect Rental Fees From Your Clients

Take a moment, to review the preview image then select the “PDF” button (or if you prefer the “Word”) button to gain a copy for your use.


2 – The Rental Company’s Information Is the First Requirement

Locate the first text box then populate it with the Rental Company’s “Name.”      After identifying the Rental Company to the Recipient, we must make sure the “Name” line is filled in with the Sender’s identity. This may either be the Owner, an Employee, or a Sales Representative but it must be someone authorized to send this invoice on behalf of the Rental Company.       Document the Rental Company’s “Street Address” and its “City, State, Country” using the next two labeled areas then record the “Zip Code” of this address on the line that follows.     The invoice header should also give the Client some alternate means of contact for the Rental Company so fill in the “Phone” number and “E-Mail” address where the Client may reliably reach this entity.     


3 – Call Out The Invoice Information Identifying This Transaction

Many documents will have their own reference or filing number. This filing tool is an expected piece of information and can be presented on the “Invoice #” line.            The calendar date when this invoice will first be applied to the Client’s responsibilities should be documented. Thus, display the invoice “Date” on the next blank line.   


4 – Name And Invoice The Client For The Expected Payment

It should be put in writing that the Rental Client is the entity that must pay this invoice. Find the bold label “Bill To.” Use the lines placed directly underneath it to document the full “Name” and complete address (“Street Address,” “City, State…” and “ZIP Code”) as the entity responsible for a response to this document.    Naturally, we will have to live up to a basic expectation of delivering a report on what service or product was rented by the Consumer. A box labeled “Description” has been placed near the center of the page where you can produce such a report. This should be a contract number, time frame, or common definition that is shared by the Rental Company and Consumer for this transaction.             On the right, enter the exact dollar “Amount” that must be received from the Client as a satisfactory response to this invoice.     The final area of this invoice features two basic statements. In the first one of these, fill in the grace period afforded to the Consumer when this invoice is received on the blank space attached to “Days.”       The second statement is optional (“Comments Or Special Instructions”). This area can be utilized to discuss any additional content required for a complete invoice to the intended Recipient.       


How to Write in Excel

Download: Microsoft Excel (.xlsx)

1 – Download The Rental Invoice To Your Machine As An Excel Spreadsheet

The file to invoice your Rental Clients is accessible through the “Excel” button. The “Microsoft Excel (.xlsx)” link above also connects to this file. You may use either of these options to download this spreadsheet.

2 – Display The Rental Company’s Business Name And That Of Its Client

The first cells on this spreadsheet are devoted to your Rental Company’s information. In fact, cell A1 is reserved for your logo. Upload it if it is available.                Cell A2 and A3, containing the text “Company Name” and “Name” respectively, see a clear identification of the Sender. Thus, present your Rental Company and your “Name” to these cells.           As we moved down column A, find the cells containing the label “Street Address,” the text “City, State, Country,” and “Zip Code.” This area (A4 through A6) refers to the Rental Company sending this invoice and should be populated with its business address information.

Finally, submit the Rental Company’s “E-Mail” and “Phone” information to cell A7 and cell A8.       The “Bill To” section in this invoice is meant to clearly identify the entity receiving this bill as the same one who must pay it. Submit this Consumer’s “Name” in cell A11 then fulfill the requirements set by cell A12, A13, and A14 with your Client’s billing address information.    


3 – Invoice The Consumer Using The Sections Provided

The next area requiring information will serve as a necessary convenience for a good filing system and future correspondence regarding this bill. Furnish the Rental “Invoice #” for this document to cell F4. Then, in the adjacent cell (H4), verify the current date as the invoice “Date” or change it to something more appropriate to the situation.    Now we shall turn to cell A17. Your Rental Client will be very interested in this part of the invoice since you must present the reason for this document. That is, enter either the Rental Contract Number, the rental period being billed, or both in cell A17.      The “Amount” part of this invoice will expect a clear presentation of how much the Client owes and must pay for the rental you defined in cell A17. Produce the rental “Amount” being charged in cell H17.               

The next row presents a basic statement that informs the Client he or she will be held responsible to make a payment within a given amount of “…Days” after receiving this document. This number should substitute the bracketed hashtag symbol in cell A18.        Cell A19 is the last cell in this column that will require your attention and is optional. Directly enter information regarding any subject matter not previously addressed but that must be included into this cell.