Car rental invoice template
A rental invoice has to match the agreement the renter signed at the counter, down to the fuel level and the mileage. This template records the vehicle, plate or VIN, rental agreement number, odometer and fuel readings out and in, pick-up and return details and additional drivers, and separates the rental from protection, extras and fees.
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What this template includes
- Your business name, address and contact details
- Customer name and address
- Document number and issue date
- Vehicle
- Plate / VIN
- Rental agreement #
- Odometer out / in
- Pick-up date, time and place
- Return date, time and place
- Fuel out / in
- Additional drivers
- Line items with days / qty, rate and amount, grouped as rental, protection & extras, fees
- Tax, discounts, amount paid and balance due
Mileage, fuel and optional extras
Charge the rental by the day or week, then put each optional item on its own line: damage waiver, child seats, navigation and additional drivers. Extra miles are clearest as the miles over the allowance times the per-mile rate, with both odometer readings in the description. A refueling charge applies when the car comes back with less fuel than it left with, so record the fuel level out and in.
California rental rules
California allows a rental company to require only the rental rate, mandatory charges and any mileage charge, plus optional items the renter chooses, such as a damage waiver, accessories, a one-way return or refueling. It also bars a fee for adding the renter's spouse or domestic partner, child, sibling, parent or grandparent as a driver, or an employer or co-worker driving on business with the renter. Label waivers and extras as optional so the invoice shows the renter chose them.
Questions
How do I charge for damage found at return?
Add a line under Fees that describes the damage and the repair estimate, and keep the check-in photos. If the renter bought a damage waiver, check what it covers before you bill.
Should tolls go on the rental invoice?
Tolls and fines often arrive weeks later. Bill them on a separate invoice with a copy of the notice, as the sample note says, so the rental invoice can be settled at return.
Can I rent by the week or month?
Yes. Change the unit and rate to a week or a month. For a long rental billed monthly, Repeat invoice creates the following month with the number and dates moved on.