Free Car Rental Invoice Template & Generator
Invoice vehicle renters for the rental period, mileage, fuel, options, delivery, fees, taxes, and deposit application with the agreement and vehicle identified.
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| Description | Qty | Rate | Amount |
|---|---|---|---|
| Vehicle rental days | 4 | $78.00 | $312.00 |
| Additional mileage | 85 | $0.35 | $29.75 |
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Itemizing a vehicle rental
Reference the rental agreement, vehicle, plate or unit, pickup and return dates and times, included mileage, actual mileage, and base rate. Separate insurance or waiver products, additional drivers, equipment, delivery, fuel, tolls, cleaning, and approved extensions.
Deposits and post-rental charges
Show the deposit or authorization separately from the final charge and apply only the amount actually captured. Late returns, fuel, tolls, cleaning, or damage charges should reference the agreement and supporting return record. Do not present a disputed estimate as a completed paid charge.
How to make a car rental invoice in 7 steps
Open the invoice with the fields already set up
Start from this page so the invoice loads with line items and wording used for car rental work. Creating and previewing needs no account.
Add your details and the client
Enter your business name, address and contact details, then the client name and billing address exactly as they should appear on the record.
Give the invoice a number and dates
Use a unique invoice number in one unbroken run, then set the issue date and the due date so the payment term is unambiguous.
Replace the sample lines with the work you did
Swap the example lines for the real job. Describe the unit you are billing, whether that is hours, visits, or units, and put the rate on the same line. The starting lines here open with vehicle rental days.
Check the totals and any tax
Totals calculate as you type. Confirm the quantities, rates and any tax line against your own records, since sales tax rules and what is taxable differ by jurisdiction.
State how and when to pay
Add the payment terms, the methods you accept and any late fee your agreement allows, so the client has no reason to wait for clarification.
Preview, then download the PDF
Read the finished invoice before you send it. Preview is free; a PDF download costs $4.99, or is included with Unlimited.
Frequently asked questions
What belongs on a car rental invoice?
Include the agreement, vehicle, rental dates, base days, mileage, fuel, extras, taxes, payments, deposit application, and final balance.
How should extra mileage be invoiced?
Show actual miles above the included allowance as the quantity and the contracted per-mile rate, with the odometer basis recorded in the rental file.