What’s on the car rental invoice template
Extra fields on this template: Vehicle, Picked up, Returned, Odometer.
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Daily rate[Pickup date] – [Return date] | 4 | $54.00 | $216.00 |
| Collision damage waiverOptional, per day | 4 | $22.00 | $88.00 |
| Extra milesOver 800 included | 112 | $0.25 | $28.00 |
| Fuel refillReturned at 1/2 tank | 1 | $38.00 | $38.00 |
| Subtotal | $370.00 | ||
| Tax (10%) | $37.00 | ||
| Total | $407.00 | ||
Example prices in US dollars. Replace them with your own; in the generator, any currency works.
What to put on a car rental invoice
- The rental agreement number, used as the invoice number so the two match.
- The vehicle: make, model, year and plate.
- Pickup and return dates, times and odometer readings, which back up the mileage and late-return charges.
- The rate: daily, weekly or monthly, times the rental days.
- Options the renter chose: damage waiver, additional drivers, child seats, GPS.
- Charges from the return: extra miles, fuel, cleaning, late return.
- Taxes and fees, and the security deposit and how it was handled.
Rental taxes and fees
Many states, cities and airports add their own taxes or surcharges to car rentals on top of sales tax, and airport locations often add a concession recovery fee. Show each as its own line or name them in the notes, so the renter can see what the government charges and what you do. The tax rate in this template is an example; set your own.
Damage, tolls and fines after the rental
Some charges arrive after the car is back: toll bills, parking or speeding tickets, or damage found at inspection. Bill them on a separate invoice that quotes the original rental agreement number and dates, attach the toll statement, ticket or repair estimate, and add any admin fee your agreement allows.
Frequently asked questions
Should the security deposit appear on the invoice?
Mention it in the notes: how much was held and when it was released. Don’t add it to the total unless you kept part of it, in which case list what it covered.
How do I charge for extra miles?
Record the odometer at pickup and return, subtract the included miles, and bill the rest at your per-mile rate, as in the sample line.
Can I use this for peer-to-peer car sharing?
If you rent your car directly to the driver, yes. When you rent through a platform, the platform usually issues the receipt, but you can still use this template to bill damage or extra charges under its rules.