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Party Rental Invoice Template

A party rental invoice lists each rental with its quantity, days and rate, then adds delivery, any damage waiver and sales tax, takes off the deposit already paid, and shows the balance due and its date. It also carries your business details, the customer, the event date and address, and a unique invoice number. Fill it in below and save it as a PDF, or print it blank.

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Your business

Currency

Invoice

Customer and event

Where the rentals are set up, if not the billing address.

Rentals and services

Charges and payments

A percentage of the rentals, if you offer one.

Taxes

Your local rate. What is taxable varies by state and province.
A sales tax permit number, or your GST/HST number in Canada.

In Quebec, the second tax is QST (9.975%), charged on the same amount as GST.

Business name

Invoice

Invoice number
1001
Issued
2026-11-01

Bill to

Event

DescriptionQtyDaysRateAmount
Castle bounce house11$0.00
Subtotal
$0.00
Total
$0.00
Balance due
$0.00

Everything stays in this browser: nothing you type is sent or saved. Download the PDF before you close the page.

What a party rental invoice needs

The same eight things whether you invoice a backyard birthday or a corporate picnic. The template has a place for each.

  • A unique invoice number. One number per invoice, never reused, so a payment or a question can point at it.
  • Your business details. Name, address, phone or email, and a tax number where your state or province asks for one.
  • The customer. Who pays, and how to reach them.
  • The event date and address. Where the rentals go and when, which is also what your crew needs.
  • Every rental on its own line. Quantity, days and rate, so the customer sees what each item cost.
  • Delivery, waiver and tax, shown apart. Each on its own line with its rate, not folded into the rentals.
  • The deposit already paid. Taken off the total, so the balance due is the only number left to pay.
  • The due date and your terms. When the balance is due and how to pay it, plus anything the customer agreed to.

How much deposit to take is in how to price bounce house rentals. Whether rentals are taxable where you are is in licenses, permits and inspections. What a damage waiver is, and is not, is in your rental agreement and damage waiver.

Rental invoice questions

What should a party rental invoice include?
A unique invoice number, your business details, the customer, the event date and address, each rental on its own line with quantity, days and rate, then delivery, any damage waiver and sales tax, the deposit already paid, the balance due and its due date.
What is the difference between a quote, an invoice and a receipt?
A quote is the price before the customer commits. An invoice asks for payment of what was booked, with a due date. A receipt confirms that a payment was made. Many rental companies invoice at booking, with the deposit shown as paid, and send a receipt when the balance is paid.
When should I send a party rental invoice?
At booking, once the customer confirms, so the deposit, the balance and its due date are in writing before the truck is loaded. If the order changes before the event, send an updated invoice.
How do I show a deposit on an invoice?
List the full order first, then take the deposit off the total on its own line, marked as paid, so the balance due is what the customer still owes. The template does this for you.
How should I number my invoices?
Pick a starting number and go up by one for every invoice, with no gaps and no reuse, for example 1001, 1002, 1003. Some operators put the year in front, such as 261001.
Can I use this template for equipment rentals?
Yes. Each line takes any rental with a quantity, a number of days and a daily rate, so it works for tents, tables and chairs, audio gear or tools, in US or Canadian dollars.

Sources

What an invoice carries follows Stripe, Invoice Requirements: What To Include And Best Practices, and QuickBooks Canada, How To Create An Invoice, which also says to add your GST/HST number when it applies. Both read 29 September 2026. Amounts are kept in whole cents and rounded to the cent. This is a template, not tax or legal advice: check your state or provincial rules for what is taxable.

Rentopus is booking, delivery and payment software for party rental companies. It takes the deposit when a customer books, charges the balance on schedule and emails the receipt, so there is less to type by hand.

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