The Equipment Rental Invoice is a valuable tool in the earlier stages of the billing process every Company must employ to seek payment. This template, available in three formats, is ready-to-use and can be filled then dispensed as needed. This template will remove some of the work that must go into formatting the paperwork being sent to the Client thus, requiring only some basic data entry to complete. Naturally, the Customer records will need to be up-to-date and available especially those concerning the rental. Once this information is gathered, the Invoice Preparer will only need to transcribe the relevant fact to this document.

How to Write in PDF and Word

Download: Adobe PDF & Microsoft Word (.docx)

Step 1 – Access the Rental Equipment Invoice Template In An Adobe PDF Or Word Format

The Equipment Rental Invoice displayed in the image is obtainable as a “PDF” document or a “Word” file. Both are different versions of the same template and accessed via the buttons captioning the concerned preview image. If preferred, you may also make use of the “Download” links placed in this section to engage the same browser dialogue allowing you to download either version.

Step 2 – Furnish The Equipment Rental Service Company Details

The opening of this paperwork sets the term “Company Name” as a placeholder in the first textbox. Remover or delete these words then populate this field with the Equipment Rental Service Business Name.  Naturally, a Representative of the Equipment Rental Service will handle and send this invoice to its destination. Produce the Representative’s full “Name” on the first empty line below the Equipment Rental Company’s Name. The mailing address monitored by the Equipment Rental Service has three distinct empty lines that can be used to present it. The first address line (composed of the building number/street/unit number or PO Box) is labeled “Street Address” and the second is designated “City, State, Country.” Fill these two lines out with Equipment Rental Service’s mailing address then dispense the postal code assigned to this address on the empty line labeled “Zip Code.”  Quite a few Clients will appreciate additional means of contact made available by the Equipment Rental Service sending this document. Thus, produce the Equipment Rental Service’s “Phone” number and “E-Mail” address on the blank lines with these labels. 

Step 3 – Dispense The Equipment Rental’s Designated Invoice Information

The “Invoice #” assigned to the equipment rental requiring payment is the next item called for by this document. The first available line after the Equipment Rental Service’s contact details is set to receive this item. Place this distinct reference number on the line attached to the “Invoice #” label.  The calendar “Date” that should be associated with the invoice number reported is also required content. Present the invoice’s formal effective “Date” on the right side of the divider.

Step 4 – Address The Rental Client With This Paperwork

Follow this invoice to the next section under the phrase “Bill To.” Here this paperwork requires that we directly “Name” the Equipment Rental Client on the line that has been reserved for this material directly under the phrase “Bill To”  In addition to the Equipment Rental Client’s “Name,” we must indicate where this paperwork will be received. The mailing address maintained by the Equipment Rental Client is the next topic of this section. Make use of the address labels (“Street Address” through “Zip Code”) to report the expected content. It should be noted this should be the Equipment Rental Client address that will receive paper mail such as follow-ups on this document. 

Step 5 – Account For The Equipment Rental Requiring Attention

Now, the subject matter of this document must be discussed. Seek the “Description” column in the billing table provided. This field expects that we deliver specifics concerning the rented equipment. Customarily, the dates and times when the Client took control of the rented equipment should be presented however, if a rental agreement (in effect) details this as well, you may cite it and the date it was signed by the Customer to achieve the same ends.

Step 6 – Price The Rental Costs To The Concerned Client

After discussing the equipment rental, its pricing must be delivered. Thus, in the “Amount” column, report the equipment rental cost. Note, the dollar value entered here will be accepted and solidified as the total owed for the rental defined in this paperwork. 

Step 7 – Present The Rental Payment Deadline

This invoice has covered quite a bit of territory regarding the equipment rental; however, we must continue to one additional topic. A blank line displayed after the wording “Payment Is Due…” is meant to deliver the number of “Days” the Equipment Rental Service will wait after the invoice “Date” for payment with the assumption it is on the way. This means that if the number of “Days” you enter pass without receiving payment, then the Equipment Rental Service will consider the Invoice Recipient delinquent in the responsibility of payment and act accordingly. 

Step 8 – Utilize An Optional Area If Needed

This invoice will display the minimum amount of information that must be sent to every Client expected to pay for an equipment rental. If more content, such as payment guidelines, inspection/return receipts, or a copy of the rental agreement is expected, then use the “Comments Or Special Instructions” section to display all such material. 

How to Write in Excel

Download: Microsoft Excel (.xlsx)

Step 1 – Secure The Excel Template On This Page To Bill Equipment Rental Customers

Utilize the button designated with the word “Excel” or the “Microsoft Excel (.xlsx)” link placed after the word “Download” above to save the Equipment Rental Invoice to your machine as a spreadsheet template.

Step 2 – Document The Rental Equipment Service Company Information

Open the spreadsheet, then select cell A1. Replace the generic “Rent” logo with that of the Equipment Rental Service issuing this document. This image can be uploaded using the “Insert” menu item or the “Change” option on the right-click menu.  The “Company Name” of the Equipment Rental Service should be input to cell A2 in place of the current language.    Next, the Equipment Rental Service Employee communicating with the Client regarding the concerned rental must be identified by “Name” in cell A3.  Attach the Equipment Rental Service’s business address or return address to the “Company Name” and “Name” you have provided. Place the building number, street (or road, avenue, etc.), and unit or P.O. Box number where this Business receives mail in cell A4, then record the Equipment Rental Service’s “City, State, Country,” and “Zip Code” in cells A5 and A6 respectively.  Naturally, the Equipment Rental Service will wish that its Client can initiate contact in any manner that is convenient thus, produce the Equipment Rental Service’s “E-Mail” and “Phone” information in the next two fields (cell A7 and cell A8). 

Step 3 – Deliver The Equipment Rental’s Invoice Reference

The introduction above will solidify for the Recipient exactly who is sending this document. Now, directly across the sheet in cell F4, we will indicate how this paperwork should be referenced in discussion. The filing number assigned to the equipment rental’s request for payment should be recorded in this field (cell F4). Keep in mind that no other invoice developed may use this number for identification once you attach it to this document.   

Adjacent to the equipment rental’s invoice number is the current calendar “Date” on display in cell H4. The Equipment Rental Client will assume this is the exact first day that payment is owed. You may allow this “Date” to define this request or you may delete it and use another “Date.” This field may not be left blank so if you remove the current calendar “Date” then you must replace it. 

Step 4 – Name The Equipment Rental Client

The Rental Client obligated to pay for the leased equipment should be presented in the billing section under its title (“Bill To”). The field holding the word “Name” in this section (Cell A11) seeks this Party’s legal identity.

Once you have satisfied this request,  produce the “Street Address” of the Equipment Rental Client in cell A11 then his or her “City, State,” and “Country” in cell A13. The appropriate postal code will also be needed for this material, hence, record it in cell A14.

Step 5 – Report The Details Of The Rental

Now, locate cell A17 and furnish a concise report on the leasing that occurred. This field should be populated with the equipment rental date and times. If an agreement is in place, then you may also cite it by title or contract number and the calendar day of its effect or its signature date. 

Step 6 – Price The Equipment Rental

Cell H17 of this table allows us to inform the Equipment Rental Client exactly how much is owed for the rental we discussed. Enter the owed dollar “Amount” expected by the Equipment Rental Service in cell H17. 

Step 7 – Request That Payment Be Made On Time

The Equipment Rental Service should also define how long it will wait for payment. Cell A18 is reserved for this task with its contained statement “Payment Is Due…” Here, the number you present in place of the bracketed symbol (“[#]”) will represent the maximum number of “days” after the invoice “Date” Equipment Rental Service will give the Client to submit payment. 

Step 8 – Include Additional Equipment Instructions, Disclosures, Or Payment Instructions

Cell A21 is the final field of interest for this sheet. This is an optional field (“Comments Or Special Instructions”) that can be used to follow up any of the information above with additional material or to address new topics altogether (i.e. promotional, insurance or agreement information, etc.). You may use this area to display as many additional topics as necessary to satisfy the Client.