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Free rental invoice generator

Create a professional invoice for an equipment, event or tool hire in minutes. Add the items and hire dates, and the charge, tax and balance due are worked out for you. Print it or save it as a PDF — no account needed.

Your business

Business name

Address

Phone

Tax number label

Tax number

Customer

Customer name

Address

Phone

Invoice details

Invoice number

Currency

Issue date

Due date

Tax name

Tax rate (%)

Minimum hire (periods)

Count the return day as a rental day

Hire items

Item 1

Qty

Rate

Per

Hired from

Returned

Item 2

Qty

Rate

Per

Hired from

Returned

Leave the dates blank to charge the item once (quantity × rate).

Extra charges

Payment and notes

Deposit or advance already paid

Notes and payment terms

Show “Made with RentalPro” at the foot of the invoice

Preview

Your Business Name

12 Example Street Manchester M1 1AA

hello@example.com

INVOICE

INV-0001

Issued 29 Mar 2026

Due 12 Apr 2026

Bill to

Customer Name

Item	Qty	Rate	Periods	Amount
Chiavari chair01 Mar 2026 – 15 Mar 2026 (15 days)£3.50 per day × 15 days	80	£3.50per day	15 days	£4,200.00
Round table (5ft)01 Mar 2026 – 15 Mar 2026 (15 days)£8.00 per day × 15 days	10	£8.00per day	15 days	£1,200.00
Delivery and collection				£60.00

Subtotal: £5,460.00
VAT (20%): £1,092.00
Total: £6,552.00
Deposit paid: −£100.00
Balance due: £6,452.00

Payment due within 14 days. Please quote the invoice number.

Made with RentalPro — free rental management software · rentalpro.yarvixtech.com

What to put on a rental invoice

A rental invoice differs from an ordinary sales invoice because the price depends on time. Show how long each item was out, the rate and the rate period, so the customer can check the maths themselves — most disputes come from a total that cannot be traced back to dates. Keep delivery, collection and cleaning on their own lines, show tax separately, and put any deposit against the total so the balance due is unambiguous.

Frequently asked questions

What should a rental invoice include?

Your business name, address and tax number; the customer’s details; a unique invoice number and issue and due dates; each item with quantity, rate and the hire period; any extra charges such as delivery; tax shown separately; any deposit already paid; and the balance due with payment instructions.

How do I save the invoice as a PDF?

Click “Print or save as PDF” and choose “Save as PDF” as the destination in your browser’s print dialog. Only the invoice is printed — the form and page furniture are hidden.

Is my invoice data uploaded or stored?

No. Everything stays in your browser. The draft is kept in this browser’s local storage so you do not lose it on refresh; use “Start again” to clear it.

How is the hire charge worked out?

For each line, the days between the start and end dates (counting the return day if you leave that option on) are converted into billing periods and multiplied by quantity and rate. Weekly rates round up per started week, monthly per 30 days. Lines without dates are charged once.

Can I add my logo or invoice multiple returns on one order?

Logos, partial returns, damage charges, customer records and automatic invoice numbering are part of RentalPro, which is free to use. This generator is for quick one-off invoices.

Invoicing partial returns? Try the rental cost calculator first to see what each returned batch should cost.

Invoices that write themselves

In RentalPro every order produces an invoice automatically — with your logo, partial returns, damage charges and the right tax for your country. Free to use.

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Free to use · No credit card · Works on your phone