Free Rental Invoice Template
A rental invoice template for landlords, property managers, and rental businesses billing for monthly rent, equipment, vehicles, or party supplies. Download it free as Word, Excel, PDF, Google Docs, or Google Sheets, fill in the property or item, rental period, and rate, and send a clear record of what's owed. It works for recurring monthly rent as well as short-term equipment and event rentals with deposits.
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| Description | Qty | Unit price | Amount |
|---|---|---|---|
| Monthly rent - Unit 4B, 128 Maple Ave (Jun 1 - Jun 30) | 1 | $1,450.00 | $1,450.00 |
| Assigned parking space (monthly) | 1 | $75.00 | $75.00 |
| Pet rent (one dog, monthly) | 1 | $35.00 | $35.00 |
| Late payment fee (rent received after the 5th) | 1 | $50.00 | $50.00 |
| Refundable security deposit (held, not income) | 1 | $1,450.00 | $1,450.00 |
| Subtotal | $3,060.00 | ||
| Sales tax (8%) | $244.80 | ||
| Total | $3,304.80 | ||
Example figures — every field is editable in the download.
Who uses this template
- ✓Landlords and property managers billing monthly residential or commercial rent
- ✓Equipment rental companies invoicing for tools, machinery, or AV gear
- ✓Car and vehicle rental businesses billing daily or weekly rates
- ✓Party and event rental companies renting tables, tents, and linens
- ✓Storage unit and short-term space operators billing recurring fees
What to include
- ✓Landlord or rental company name, address, and contact info
- ✓Tenant or renter name and the property address or item rented
- ✓Rental period with clear start and end dates
- ✓Itemized charges: base rent or rate, add-ons, and any fees
- ✓Security deposit amount, shown separately as held (not income)
- ✓Late fees and the grace period or due date for payment
- ✓Total due, accepted payment methods, and remittance instructions
Available in 5 formats
Word (.docx)
Fully editable in Microsoft Word, Google Docs, Apple Pages and LibreOffice — best for quick text edits.
Excel (.xlsx)
Line totals, subtotal and tax calculate automatically — best if you want the math done for you.
A clean, print-ready, fixed layout — best for emailing a finished invoice to a client.
Google Docs / Sheets
Open in your browser, then File → Make a copy to edit and share with your team.
Invoicing tips for rental
- ✓ List the security deposit as a separate held amount, not as income - it's refundable and tracked differently for taxes.
- ✓ For monthly rent, note the exact rental period (e.g., Jun 1-30) so there's no ambiguity about which month the payment covers.
- ✓ Equipment and short-term rentals are often subject to sales tax or a rental tax - check your state and add the line if required.
- ✓ Spell out late fees and the grace period on the invoice so tenants know the cost of paying after the due date.
- ✓ For equipment and party rentals, note the condition and return date so disputes over damage or late returns are easy to resolve.
Rental invoice FAQ
Is rent subject to sales tax?
Residential rent is generally not subject to sales tax in the US. However, short-term equipment rentals, vehicle rentals, and party/event rentals are taxable in many states, sometimes with a specific rental or lease tax. Check your state's rules and add a tax line when it applies.
How do I show a security deposit on a rental invoice?
List the deposit as a separate line clearly marked as a refundable amount being held, not as earned income. Keep it in a distinct ledger so you can return it (less documented deductions) at the end of the lease or rental term.
Can I use this for both monthly rent and short-term rentals?
Yes. For monthly rent, set quantity to 1 and enter the month's rate with the rental period dates. For daily or hourly equipment and vehicle rentals, set the quantity to the number of days or hours and the unit price to your rate.
Should I add a late fee to the rent invoice?
Include a late fee line and your grace period if your lease allows it. Many landlords charge a flat fee (e.g., $50) or a percentage after a 3-5 day grace period. Make sure the fee complies with your state's cap on late charges.
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