Equipment hire account statement template
Equipment hire account statement template: hire invoices with contract numbers, damage and cleaning charges, and payments matched for a trade account customer.
Templates by industry
- Hire invoice H-2210: scaffold tower, 2 weeks
- Hire invoice H-2231: mini digger, 5 days
- Damage charge: bent tower brace
- Payment received for H-2210
Preparation guide
Example workflow
Collect the period's documents
Example: list "Hire invoice H-2210: scaffold tower, 2 weeks" and every other invoice, receipt and credit note for the customer in the period, oldest first.
Check the running balance
Confirm the balance after each line, including "Payment received for H-2210", matches your accounts for this customer.
Send and follow up
Send the statement with the balance due and payment terms, then follow up on invoices past due.
Builders and maintenance firms rarely hire one machine at a time. Over a month an account customer may take a scaffold tower, a mini digger and a floor sander from the same depot, each on its own hire contract, and the damage found at return is billed weeks later. This statement pulls those invoices together by contract number, so the customer’s site managers can confirm each hire, and shows which ones have been paid.
Fields to prepare
- Deliverables and line items
- Hire invoice H-2210: scaffold tower, 2 weeks, Hire invoice H-2231: mini digger, 5 days, Damage charge: bent tower brace, Payment received for H-2210: list each invoice, payment and credit by date, with its document number.
- Hire invoice H-2210: scaffold tower, 2 weeks
- Give the hire contract number and the site the equipment went to; account customers often run several sites at once.
- Hire invoice H-2231: mini digger, 5 days
- A short hire invoiced separately keeps its own line, even if it is small.
- Damage charge: bent tower brace
- Damage charges need the return inspection reference and photos on file; without them they are usually disputed.
- Payment received for H-2210
- Match each payment to the hire invoice it clears, as the customer’s remittance says.
- Period and balance brought forward
- Give the statement date and the period it covers, and carry over the balance from the previous statement.
- Charges and payments
- Enter each invoice under charges and each payment or credit note under payments and credits, at the amount on the document itself. "Add from my documents" copies those amounts from your saved documents for this customer.
- Scope to agree
- List each hire invoice with its contract number and off-hire date, keep damage and cleaning charges on their own lines with the inspection reference, and match payments to invoices.
Before sending
- Does “Hire invoice H-2210: scaffold tower, 2 weeks” carry the number and amount of the document it comes from?
- Has every payment for “Hire invoice H-2231: mini digger, 5 days” been entered on the day it arrived?
- Would the customer find “Damage charge: bent tower brace” in their own ledger at the same amount?
Show 4 more
- Does “Payment received for H-2210” carry the number and amount of the document it comes from?
- Check the statement period, the balance brought forward and that every payment received is listed.
- List each invoice once, at the total it was issued for, and each credit note with the payments.
- Say how the customer can pay the balance due, and quote the numbers of any invoices past due.
Worked example with sample figures
The entries below are invented to show how the balance runs: 4 entries in USD over a period of 35 days.
- 33 days before the statement date: Hire invoice H-2210: scaffold tower, 2 weeks, charged $340.00; balance $340.00
- 21 days before the statement date: Hire invoice H-2231: mini digger, 5 days, charged $875.00; balance $1,215.00
- 14 days before the statement date: Damage charge: bent tower brace, charged $65.00; balance $1,280.00
- 8 days before the statement date: Payment received for H-2210, paid $340.00; balance $940.00
Balance due at the end of the period: $940.00.
What the document must show
These details make a statement of account easier to approve and to file.
- Your company name and address
- The customer's name
- Statement date and period
- Balance brought forward
- Each invoice, payment and credit with date and number
- Running balance and balance due
A statement adds no tax of its own: each line carries an invoice, a payment or a credit at the amount on that document, and the balance runs on from the balance brought forward.
Frequently asked questions
Should equipment still on hire appear on the statement?
Only what has been invoiced. Equipment still out can be listed in the notes with its start date, so the customer knows charges are building up, but it is not part of the balance until invoiced.
The customer disputes a damage charge. What do I show?
Keep the charge and mark it as disputed in the notes, with the inspection reference. Show the undisputed balance separately so the rest of the account can be paid on time.
How is the balance on this statement worked out?
A statement adds no tax of its own: each line carries an invoice, a payment or a credit at the amount on that document, and the balance runs on from the balance brought forward. In the worked example above the entries end at a balance of $940.00.
Can I use it in another language or currency?
Yes. The document language can be set to any of 33 languages, and changing the country setting updates the currency, the date format and the tax rate.
Can I change the layout and colour?
Yes. The editor offers other layouts and a document colour for the printed page. Changing them moves no figure: the lines and totals stay as they are, and the PDF, Word and Excel files follow the layout you pick.
Read next
Reading for the Equipment hire account statement template: Unpaid invoice: follow-ups, part payments and statements and Invoice payment terms: Net 15, Net 30, due dates. For an account that is overdue, the Payment reminder template is the next step.